Program Associate

Job Description

Job Description

The Program Associate will support the CCCD team to implement projects within the Alliance for Health Equity and Illinois Medical Respite Capacity Building Initiative, with a focus on policy and systems change and program expansion and sustainability. The Program Associate works closely with the team to support administration of grant programs, program implementation, training and learning collaboratives, coalition and partnership development, community health assessment and reporting, communications, capacity development, and meetings and events. This position is full-time, exempt, and reports to the Senior Program Manager. IPHI’s standard work week is 37.5 hours.

To apply: Please go to Complete applications must include a resume, cover letter, and completion of an online questionnaire. Only complete applications will be reviewed . The cover letter should compare your qualifications, experiences, and interests to the duties, responsibilities, and qualifications listed below for the position. Applications will be considered on a rolling basis until the position is filled.

Candidates will be required to successfully complete a background screening, which may include verification of employment, education, criminal history (where permitted by law), and a review of publicly available online information consistent with applicable law. Completion of all required pre-employment screening is a condition of employment with the Illinois Public Health Institute ("IPHI"). If an applicant declines to authorize a required background check or other required pre-employment verification applicable to the position, IPHI may discontinue the hiring process or withdraw a conditional offer of employment

DUTIES AND RESPONSIBILITIES

General

• Provide administrative and program support including:
  • Coordinate, track, and file reports on partner, contractor, and grantee invoices and deliverables
  • Coordinate logistics and communications for convening of ongoing workgroups and learning collaboratives
  • Support drafting of communications materials, internal and external reports,research summaries, meeting materials, and slide decks
  • Support background research
  • Provide logistical support for meetings and events
  • Take notes during meetings and events
  • Manage Salesforce contact lists
• Coordinate logistics and support meeting planning and facilitation for program activities and events (virtual and in-person)
• Provide support and monitoring of activities and timelines to ensure deliverables are met
• Collaborate with program managers to collect, track, and analyze program evaluation data and performance measures, ensuring accuracy and consistency in project documentation
• Support multiple projects at one time

Public Health Knowledge & Skill Application

• Assist in the preparation of program reports and presentations, effectively summarizing findings and recommendations
• Support the use of public health and equity frameworks for capacity building, inclusive facilitation, and systems change
• Support processes for community health assessment, community health improvement planning, strategic planning, health impact assessment, and systems change across sectors
• Contribute to assessments and scans for information, and assist with compiling quantitative and qualitative data and preliminary analysis
• Collaborate with team members and partners by contributing to planning, research, and admin activities for assigned projects

Meeting Planning & Facilitation

• Schedule, coordinate and manage meetings, including drafting agendas, facilitating targeted discussions, and overseeing all meeting logistics to ensure effective communication
• Take and compile detailed notes and next steps, ensuring their accurate and timely distribution to participants for follow up actions
• Support meeting outcomes by proactively preparing materials, organizing resources and following up to ensure items are completed

Communication & Writing

• Develop detailed agendas, reports, and products; completes website updates, ensuring alignment with program goals
• Prepare narrative and visual summaries of qualitative and quantitative data
• Draft report sections in partnership with program managers and contractors
• Develop and deliver presentations and process information with partners
• Assist in drafting, editing, and proofreading communications or may fully draft, edit and/or proofread communications
• Maintain and update program communication platforms

External Relationships

• Manage relationships, communication and documentation with assigned workgroups and/or learning collaboratives
• Assist with facilitation of group discussion with community members, partner organizations, grantees and other stakeholders
• Manage meeting notes, logistics, and communications across multiple project components
• Prepare partners for meetings and key deliverables by communicating expectations and processes
• Share info with partners, gather availability and responses to inquiries, surveys, etc.
• Respond to partner needs, as guided by supervisor and other program managers

Grant, Resource, & Finance Development

• Conduct research on grant opportunities and background research to inform proposals, drafts proposal components
• Prepare materials for contract and grant submission (e.g., formatting, assembling, organizing withing platforms)

Other duties as assigned.