Civitas Networks for Health raises the voices of local health collaboratives putting in the hard work to change the way health care operates. From the secure exchange of life-saving data to the accountability of multi-stakeholder health improvement initiatives, our member organizations have built the most trusted, connected, and inventive programs to serve their communities, regions, and states. By supporting these nonprofit collaboratives and sharing their successes with other programs and at the national level, Civitas is helping speed progress toward higher quality, better connected health care in the U.S. 

Civitas is a small, high-performing, fully remote team of public health and health care association management professionals who are working to build our new organization both to serve our 170+ member organizations across the country and to deliver on our mission. Our members represent regional health improvement collaboratives, regional and statewide health information exchanges, all-payer claims databases, health data organizations, and affiliated organizations. Our federal and national grant-funded programs focus on multi-site data-driven approaches to advance health and health equity. Though the team is small, the national network reaches 95% of the United States. The ideal person to serve in this role is looking for an opportunity to grow within a dynamic nonprofit organization with an important mission and is interested in developing subject-matter expertise in Civitas’ areas of focus.

Position Summary 

This is a full-time, associate-level position that is responsible for administrative duties in the organization. We are looking for a self-starting, motivated person who excels at organization, and time management and furthering the mission of our organization’s work by assisting the team to be most effective and efficient with their time.

The role of Executive Coordinator is to assist the CEO and senior leadership in completing a variety of administrative tasks such as scheduling, meeting coordination and execution, expense reports, and other ad-hoc projects. A successful candidate is extremely detail-oriented, capable of managing competing priorities with a short turnaround, and attuned to complex scheduling.

Responsibilities

• Maintain the CEO’s calendar, including scheduling meetings, appointments, speaking engagements, and travel arrangements. Exercise discretion in committing time and evaluating needs.
• Assist and support the CEO in preparing for meetings, including preparing meeting materials, keeping track of meeting progress and follow up items, and preparing and revising correspondence and other documents, as necessary.
• Prepare documents for review and presentation by boards of directors, committees, and executives.
• Coordinate work with other Civitas staff as needed; play a key role in the coordination of staff efforts both within and outside the department.
• Schedule departmental meetings; assist in the preparation and distribution of meeting agendas and materials.
• Attend meetings and take notes of discussion; prepare the initial draft of minutes and summaries.
• Plan, coordinate, organize and help at various company meetings, events, and celebrations.
• Manage the travel budget and book all executive air travel, land transport, and accommodation as well as communicating those arrangements with a high level of detail and follow through.
• Prepare, reconcile, and submit expense reports.
• Maintain confidentiality of highly sensitive information.
• Manage complex office administrative work requiring the use of independent judgment and initiative.
• Lead the process of virtual filing and organization of documents in systems such as SharePoint and Salesforce.
• Other additional and/or alternative duties as assigned from time to time, including supporting other departments or Senior Leadership as needed.

Requirements

Civitas understands that job requirements sometimes exclude people who identify with historically marginalized groups from applying to jobs for which they are qualified. Even if you don’t meet 100% of the specific requirements listed below, or if you achieved these requirements through unconventional channels, we encourage you to apply.

• Associate or bachelor's degree with a major in business administration or a healthcare/public health related field, or equivalent work experience.
• 1-3 years’ experience in an administrative role, ideally in a nonprofit or other membership organization or association.
• 1 years' experience in a remote workplace setting preferred.
• Excellent computer skills with high level of competency in Microsoft Office products. Comfort and experience with remote communications tools such as Slack and Zoom.
• Excellent interpersonal and customer/client service skills, with an open and collaborative work style and commitment to get the job done. Must be curious, thorough, and extremely detail oriented.
• Demonstrated commitment to high professional ethical standards.
• Demonstrated experience effectively communicating and working with senior-level executives.
• Strong time management skills and an ability to organize and coordinate multiple concurrent projects.

Compensation 

• Salary range: $45,000—$55,000/year for the full-time position depending on qualifications and experience. Eligible for a performance-based bonus. 

Full-time Benefits include: 

• Four weeks of paid time off and 12 paid holidays per year 

• Medical, dental, and vision coverage. 

• Life, short-term, and long-term disability insurance. 

• 401(k) retirement plan with 3% employer matching. 

• Cell phone stipend, laptop, external monitors, dock, keyboard, and mouse as needed. 

• Yearly professional development stipend. 

Civitas Networks for Health is a qualifying employer for the federal Public Service Loan Forgiveness (PSLF) Program. Please refer to the PSLF requirements on StudentAid.gov for more information.   

Location and Travel Requirements 

• This is a fully remote position with occasional travel requirements (generally up to 4 domestic trips per year).

• You must live and work in the US. Our team primarily works East Coast hours (Maine, DC/Maryland, Michigan, Florida, and Georgia) and the expectation is that this person will be available during East Coast core hours of 9 AM – 5 PM EST. 

• While the position is fully remote (no physical home office), employees must have a private and reasonably quiet place to work with consistent and fast internet and phone access.  

Civitas Networks for Health is an Equal-Opportunity Employer. We are committed to building a team that represents diverse backgrounds, perspectives, and skills. Offers of employment are contingent upon a completion of a satisfactory background check.