Virginia Community Healthcare Association is seeking a Project Support Specialist to provide administrative support for specific tasks or activities in assigned departments. Position works closely with department heads to establish specific instructions to set goals and timelines for completion of task related to the project.
ESSENTIAL DUTIES AND RESPONSIBILITIES
Project Administrative Support:
Contribute to the preparation, implementation, and monitoring of project communication and implementation.
Provide daily administrative management of assigned projects, including drafting notes, and necessary ongoing follow-up to each project/task.
Provide ongoing support for projects/tasks related to special events, trainings and organizational meetings and other functions.
Develop and maintain project plans for each assigned task and provide regular updates to the appropriate department head and supervisor.
Track project/task and provide regular updates on status to project department leads and supervisor.
Coordinate and support meetings, events, prepare presentations as required in support of project/task needs.
Work closely with the department leads to support functions to identify and resolve issues related to project/task.
Maintain and update assigned databases as instructed for each project/task.
Ensure that all projects are delivered on-time, within the scope of work.
Manage changes to the project scope, and report updates to the appropriate department lead.
Provide administrative support to HR and Finance department as requested.
Function as back up to office manager duties.
Other administrative duties as required.
Manage membership portal.
Work with colleagues in communications, and programs to load members, set-up functionality and ensure that all existing and new member-only engagement and transactions are housed within the portal.
Ensure the portal remains current, including off-boarding of departing health center employees and on-boarding of new health center employees.
Coordinate all Association conferences/events/webinars/meetings:
Establish primary event objective.
Determine general plan for each event.
Create and maintain budget.
Develop event run sheets detailing requirements for AV, catering, room set up, speakers and sponsors.
Publish final program/agenda.
Assist with identifying and contacting speakers.
Secure all signed contracts.
Confirm venue & meeting spaces.
Confirm attendee numbers for events and catering.
Confirm speaker and event program.
Publish final program.
Finalize event budget including sponsorship and registration revenue.
Open registration and “go live”.
Conference Center Coordinator:
Supports the guest experience and act as liaison by providing conference room users appropriate information regarding rental agreements, insurance coverage, meeting details and fees.
Provide prospective customers with building tours and answer questions.
Ensure marketing materials e.g., brochures are regularly updated, stocked, and displayed at lobby entrance desk.
Responsible for conference room set up and breakdown e.g., chairs, tables, lighting etc.
Work closely with clients and caterers to ensure coffee, snacks, and meals are ordered, set-up and ready prior to conference, meetings or event starting times.
Keep reader boards updated to reflect current events.
Monitor conferences that are in session to ensure cleanliness and ensure that tables are cleaned, trash emptied, and bathroom are ready for use throughout the day.
Responsible for ensuring that all A/V equipment is set-up and ready for conference, meeting, or event use.
Responsible for cleaning conference meeting spaces daily following each use, to include washing, drying, and re-hanging tablecloths after meetings.
Ensure the clients requirements and standards have been met, if not exceeded.
Ensures that events meet legal, safety, and health requirements and regulations; obtains necessary permits from food, fire, and health departments.
Other duties as assigned.
This is a full-time 40 hours per week position. VCHA employees work 8 hours per day on an adjusted schedule from a start of 7:00 am to a finish of 6:00 pm
Education and/or Experience:
Associates degree (preferred) or equivalent work experience.
Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail.
Must have proven experience in administrative support to include MS office suite, answering phones; greeting the public; interfacing by telephone or in person with members and shareholders and the public.
He/she must be able to communicate effectively verbally and in writing on all professional levels.
Skills & Abilities:
Ability to develop a detailed project plan to monitor and track progress.
Proficiency in standard office products is required including office suite desktop applications such as Microsoft Outlook, Word, Excel, and PowerPoint.
Proficient with other Association web tools e.g., Zoom, Teams, etc.
Ability to complete projects/task with minimal supervision.
Follow through of all projects/task through lifecycle.
Must take ownership of project/task and seek to improve efficiencies for VCHA through process improvement.
Tracking project/task and provide regular updates on project/task status to project department leads and supervisor.
The physical requirements of the position are representative of those that must be met by an employee to successfully perform the essential functions of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Virginia Community Healthcare Association (VCHA) is a non-profit membership organization that serves as the primary care association for Virginia’s thirty community health centers and look-alike health centers. Membership in VCHA is open to all Federally Qualified Health Centers (FQHCs) and Federally Qualified Health Center Look-Alikes operating delivery sites in Virginia. VCHA supports our health centers in their mission to provide access to health care regardless of geographic location or ability to pay.