Program Coordinator

Programs Coordinator

The Programs Coordinator is the first representation and impression of our organization. The position requires a friendly, professional, and collaborative self-starter. The Programs Coordinator is responsible for providing and / or coordinating the day-to-day operations of the agency reception desk and assisting with other programs under the direction of their supervisor and other program managers, as assigned by primary supervisor. The Programs Coordinator is responsible for providing program support across CHN departments and to our clients, participants, and patients to advance our mission to equitably meet the evolving needs of people affected by HIV and other health conditions through prevention, care and advocacy. Main functions include communication, operational, administrative, and programmatic support.

Essential Job Functions :

• Operations and Logistical Support :
• Staff the reception desk, as scheduled, up to all open business hours.
• Serve as the agency's first point of contact both in person and on the phone, providing excellent customer service to all visitors, clients, participants, patients, and callers, while ensuring that all inquiries are routed appropriately.
• May be asked to assist with ordering programmatic supplies and will work with corresponding program manager and / or director.
• Maintain office supplies inventory by checking stock on-hand to determine inventory level; anticipating needed supplies; placing and expediting orders for supplies; verifying receipt of supplies and remitting all supply order related documentation and receipts for reconciliation in a timely manner.
• Work with facilities department on office maintenance needs and cleaning.
• Enforce standards associated with confidentiality. This position is called to help support the maintenance of confidentiality / privacy of all clients / participants / patients.
• Maintain the overall appearance of the reception area : straighten publications and materials, remove trash, wipe down surfaces at end of day, re-stock supplies that are made available to clients / the public in the lobby and update bulletin boards, etc.
• Monitor and transfer incoming phone calls, record outgoing voicemail messages, and ensure all general voicemail messages are transferred to appropriate person(s).
• Update voicemail and post signage as needed to inform clients of any changes to office or service hours.
• Assist with preparing reports for all programs as requested by program manager or director.
• Attend and participate in required staff and department meetings; take meeting minutes when requested.
• Communications, Outreach, and Development Support :
• Support office communications by assisting staff with outreach efforts, coordinating information, managing staff in / out board if needed, and completing organizational tasks.
• Compile and create original content for newsletters and social media channels for clients, participants, donors, and community members.
• Provide onsite support, as needed, for external outreach events to reach priority populations.
• As employees of a charitable organization, all staff share the responsibility of serving as ambassadors for the organization in the community. This can be achieved by fostering the development of relationships with potential constituents / donors as well as by participating in CHN events / activities.
• Provide support for event planning and logistics, including researching venues, coordinating food and beverage services, ordering supplies and audiovisual equipment, arranging travel, producing event signage, and ensuring dcor meets organizational and stakeholder expectations. Provide on-site event support as requested.
• Propose new ideas to improve the event planning and implementation process.
• Assist with planning and coordination of the annual Staff Summit, including administrative, logistical, and organizational tasks.
• Coordinate holiday food boxes and gift donations as needed.
• Serve as an additional staff liaison to the regional council, attend meetings and events, and take minutes as needed.
• Support outreach and community engagement efforts by providing health education and promoting risk-reduction strategies.
• Programmatic Support :
• Supports implementation and reporting of activities funded through Health Education / Risk Reduction (HE / RR), ensuring alignment with program deliverables and regional objectives.
• Provides varying levels of assistance and support to all programs and services.