Job Description

Program Coordinator

 

Company Overview:

Health disparities among New Yorkers are large, persistent and increasing. Public Health Solutions (PHS) exists to change that trajectory and support New Yorkers and their families in achieving optimal health and building pathways to reach their potential. As the largest public health nonprofit serving New York City, we improve health outcomes and help communities thrive by providing services directly to low-income families, supporting community-based organizations through our long-standing public-private partnerships, and bridging the gap between healthcare and community services. We focus on a wide range of public health issues including food and nutrition, health insurance, maternal and child health, sexual and reproductive health, tobacco control, and HIV/AIDS. Learn more about our work at healthsolutions.org.

 

Program Description:

NYC Smoke-Free (formerly the NYC Coalition for a Smoke-Free City) is a program of Public Health Solutions (PHS) and primarily funded by the New York State Department of Health (NYSDOH). The mission of NYC Smoke-Free is to end the tobacco epidemic and to promote a tobacco-free society that benefits the health of all New York City residents.

Specifically, the objectives of PHS’s current five year contract with NYSDOH are to 1) reduce the impact of retail tobacco product marketing on youth, 2) educate and advocate for local and state laws, regulations and voluntary policies to reduce tobacco exposure including those that prohibit tobacco use in outdoor areas, increase the percent of households where smoking is prohibited, eliminate pro-tobacco imagery from youth-rated movies and the Internet and, decrease the number of places where tobacco is sold, and 3) to develop a corps of youth activities branded as “Reality Check,” as well as a wide range of community partners.

 

Position Summary

NYC Smoke-Free at Public Health Solutions seeks a Program Coordinator to help the program achieve its highest impact by providing day-to-day operational and administrative support to the NYC Smoke-Free Director and team.

Specifically, the Program Coordinator will:

• Provide administrative and operational support including, but not limited to travel arrangements, meeting logistics, mailings, telephone, and clerical duties.
• Process vendor invoices, purchase requisitions, and travel claims to ensure timely grant and contract spend-downs. Must ensure timeliness and accuracy of internal administrative functions.
• Coordinate travel approvals, facilitating paperwork and logistics for staff.
• Works directly with Vendors and PHS Accounts Payable team to resolve any payment issues.
• Maintains accurate and accessible office filing system, tracks documents, keeps detailed records of program inventory- computers, phones, metro cards, incentives, etc.
• Coordinator with Facilities team with receiving, sorting, and storing inventory.
• Assist Director in contracts with outside vendors and management of Agiloft system.
• Submit media and gear request to state Contract Manager.
• Assist with arranging appointments, meeting spaces, and other logistics for internal and external meetings and special events.
• Manage shared calendar and files as well as organizing and maintaining office supplies.
• Coordinate program-wide communications, training activities, meetings, and other special events.
• Assist team with implementation of outreach events (supplies, logistics…).
• Participate in communication workgroup meetings.
• When needed, participate in local, regional, and state meetings and trainings.
• Other duties as assigned.

 

Qualifications

• Associate degree required, in a related field.
• Minimum 2 years’ experience providing administrative operations support.
• Ability to perform administrative duties with speed and accuracy.
• Advanced skills using PC office tools (IE/Firefox, Windows, Office including Word and Excel).
• Excellent analytical, operational, verbal, and written communication skills.
• Effective problem solving and prioritization skills with an ability to handle multiple tasks simultaneously.
• Team player, willing to take on work as required, with an ability to work in fast paced environment.
• Must be reliable and very organized with strong time management.
• Must be detail-oriented and able to work independently. Possess excellent analytical and operational skills.
• Ability to interpret and apply a variety of complex policies and procedures.
• Exceptional written and interpersonal communication skills.
• Ability to review, analyze, and interpret spreadsheets including tracking systems.
• Must be able to take a quality improvement approach to work and suggest ways to improve processes.
• Salary: $55,000- $55,000.00.

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