Program Specialist

Position Overview

Confluence Public Health Alliance (Confluence) seeks a highly organized, responsive, and detail-oriented Program Specialist to support the coordination and delivery of programs, member services, and organizational activities across Confluence and its three member Associations. The Program Specialist plays an essential role in supporting Association membership and engagement, board and committee activities, professional development opportunities, events, and other statewide public health initiatives. The position supports the administrative systems and processes that allow these activities to run effectively. This is a hands‑on coordination role for someone who enjoys working with people, managing details, and helping programs and operations run smoothly.

The Program Specialist will work within established systems and processes while also improving day‑to‑day operations. This role is particularly important in supporting a fully remote organization with staff, board members, Association members, partners, and stakeholders located across the state. An ideal candidate is highly organized, detail-oriented, and comfortable managing multiple logistics simultaneously, with strong communication skills and a service‑oriented mindset. The Program Specialist reports to the Executive Director and works collaboratively with the entire Confluence team.

Essential Functions

Member Services & Operations

• Maintain accurate membership records, organizational contact lists, distribution lists, directories, and other organizational databases.
• Coordinate membership renewal processes and campaigns, including member communications, invoicing, tracking renewals, and follow‑up.
• Respond to member inquiries and provide timely, helpful assistance to members, partners, and other stakeholders.
• Support membership engagement and retention efforts by helping members access Association benefits, resources, programs, and opportunities for involvement.
• Support the coordination and implementation of member outreach activities and other Association initiatives.
• Maintain organized files, organizational records, templates, and shared documents.
• Coordinate routine organizational technology and administrative needs, including working with vendors or troubleshooting basic issues as needed.
• Identify opportunities to improve membership services, program coordination, and administrative processes, and share recommendations with appropriate staff.

Board, Governance & Meeting Support

• Provide consistent administrative support for Confluence and Association boards and committees.
• Coordinate meeting schedules, calendar invitations, virtual meeting links, and other meeting logistics.
• Prepare and organize meeting materials using established templates and processes.
• Attend designated meetings and prepare accurate meeting minutes and records.
• Maintain board rosters, terms, governance records, policies, meeting records, and other corporate documents.
• Track routine board actions, deadlines, and follow‑up items and support staff and board leadership in ensuring they are completed.
• Assist with logistics for in-person board meetings, retreats, annual meetings, and other governance activities.
• Support annual corporate filings and other recurring governance and compliance processes under the direction of the Executive Director.

Organizational Administration

• Support routine financial processes in coordination with the Executive Director, Treasurer, and contracted bookkeeping/accounting support.
• Prepare and send invoices, track accounts receivable, process payments and deposits, and maintain supporting documentation according to established procedures.
• Organize receipts, invoices, reimbursement requests, and other financial records.
• Assist with routine budget tracking and preparation of financial information for programs, events, grants, and Association activities.
• Maintain vendor and contract records and track recurring renewal dates and administrative deadlines.
• Support routine insurance, business filing, employee documentation, and other organizational administrative processes as assigned.
• Follow established internal controls, financial procedures, and record‑keeping requirements.

Programs, Events & Communications Support

• Provide programmatic and administrative support for Association programs, peer networks, trainings, webinars, and other member activities.
• Support planning and implementation of the annual Confluence conference in coordination with staff and contracted event support.
• Administer the Connected Community platform and work with partners and staff to increase impact and engagement as opportunities arise.
• Update routine website and membership‑platform content using information provided by staff or Association leadership.
• Format and distribute newsletters, announcements, member communications, and other materials using established templates.
• Maintain program participation records and assist with collecting and organizing evaluation or reporting information.
• Provide programmatic and administrative support for other organizational initiatives as assigned.

Organizational Support & Supervision

• Participate actively as a member of a small, collaborative team and provide operational support across organizational priorities as needed.
• Communicate proactively about deadlines, workload, questions, and potential problems.
• Document processes and keep instructions, templates, and operational resources current.
• Provide administrative support to the Executive Director and other staff when needed.
• Take on additional programmatic or administrative responsibilities consistent with the level and purpose of the position.
• Have professional development or stretch assignment opportunities aside from their routine duties to gain new skills and contribute to the goals of Confluence
• Receive support and useful supervision and guidance on a regular basis
• Receive professional development and assistance needed to resolve issues or performance problems
• Participate in the decisions in which they should be involved and feel empowered to make the decisions that are theirs to make

Other Duties

• Other duties and/or projects as assigned under the direction of Executive Director
• Reliability and attendance – begin work on time and conform to work hours and schedule.
• Work collegially with all staff, board members and members of the public with a positive attitude and cheerful outlook.
• Exercise discretion and independent judgment with respect to matters of significance.

Qualifications

• Experience in program coordination, nonprofit administration, membership services, event planning, or related work preferred.
• Experience supporting virtual teams and coordinating online meetings is highly desirable.
• Experience working in or with local public health, community based settings or nonprofits is preferred.

Required Skills

• Strong organizational skills and attention to detail.
• Excellent time management and ability to manage multiple priorities.
• Proficiency with Microsoft Office Suite and cloud‑based collaboration tools (e.g., Outlook, Teams, Zoom).
• Clear and professional written and verbal communication skills.
• Ability to work independently in a remote environment.
• Strong customer service orientation and interpersonal skills.
• Ability to maintain confidentiality and exercise sound judgment.
• Adaptability, initiative, and willingness to support a growing organization.

Other Job Information

• Position may be structured between 0.8 – 1.0 FTE (approximately 30 – 40 hours per week) depending on organizational needs and candidate availability.
• Hourly Rate: $27.00
• Occasional car travel throughout Montana. Access to use of a reliable private vehicle or rental car for occasional use for business travel. Mileage reimbursed at allowed GSA rates or actual costs of approved rental car. (Travel for operations staff is generally limited to in‑person staff and board meetings, Confluence sponsored events that require additional staffing.
• Ability to secure and maintain a driver’s license valid in the state of Montana and to maintain private liability insurance with minimums outlined under Confluence policy

Benefits include:

• Health insurance
• 3% SIMPLE IRA employer match
• Generous paid time off
• Paid holidays
• Summer schedule of no work on Fridays
• Confluence is a 100 percent remote organization. Staff must be able to work from home and can work from anywhere in Montana.

Essential Physical Skills

This position frequently remains in a stationary position while working at a computer; occasionally moves about to access materials or participate in meetings. Must be able to operate standard office equipment and communicate effectively in written and verbal formats.

Environmental Conditions

Often, in an office environment with visits to external environments that could require walking, driving to and from various locations. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the position.

Disclaimer

This job description describes the general responsibilities and level of work associated with the position and is not intended to be an exhaustive list of every duty. Responsibilities may evolve based on organizational needs while remaining consistent with the overall level and purpose of the Operations Specialist position.