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. 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 

We are seeking a highly organized and detail-oriented individual to join our team as a Program Coordinator. In this crucial role, you will play a vital part in supporting the administrative and logistical aspects of strategic initiatives and grant funded programs. Additionally, you will provide essential assistance to the programmatic work of various work groups and councils, ensuring the smooth functioning and success of our initiatives. This is a temporary, term limited, full-time, non-exempt position. As a Program Coordinator, you will report directly to the Vice President, Business Development and Programs, and will collaborate closely with program leads and external partners to achieve our program’s objectives.

Please note that this position is funded by one or more grant programs. While Civitas Networks for Health is committed to offering continued employment to valued team members when individual grants and programs end, it does not guarantee continued employment beyond the length of the assigned grant(s).

Responsibilities

Administrative Support

• Spearhead the coordination and management of activities within the designated portfolio of grant-funded programs, ensuring meticulous planning and execution for seamless operations.
• Establish and maintain a comprehensive organizational system for documentation, including project files, grant deliverables, project timelines, progress reports, and all other program-related materials.
• Manage calendars with precision, scheduling meetings, and coordinating logistics for workshops, events, and program-related activities to guarantee smooth and efficient operations.
• Prepare detailed agendas, compiling necessary materials, and providing on-the-ground support during meetings, workshops, and events.
• Capture and disseminate accurate meeting minutes to relevant stakeholders promptly, ensuring effective communication and facilitating timely follow-up on action items.
• Provide proactive and comprehensive administrative support to the program team, including managing correspondence, organizing files, and responding to ad-hoc needs as assigned.
• Contribute actively to the maintenance and regular updating of program databases, contact lists, and other critical records, ensuring data accuracy and accessibility.
• Play a central role in driving process improvements and developing streamlined administrative systems, optimizing overall efficiency within the program.

Programmatic Support:

• Collaborate closely with the Vice President, Program Manager, and program teams to ensure the seamless implementation of grant-funded initiatives, taking a proactive approach to problem-solving.
• Undertake detailed data collection and analysis, ensuring the accuracy and integrity of program data for informed and strategic decision-making.
• Conduct thorough research on relevant topics, compiling comprehensive summaries and recommendations to support robust and well-informed decision-making processes.
• Take a lead role in the preparation of high-quality proposals, reports, and presentations, ensuring that all deliverables meet the highest standards of quality and impact.
• Provide dedicated support for the development and implementation of program evaluation strategies, actively participating in assessing the effectiveness and impact of grant-funded initiatives.
• Cultivate effective communication and information-sharing channels among internal teams, external stakeholders, work groups, and councils.
• Collaborate seamlessly with team members to gather updates, progress reports, and other pertinent information, playing a key role in supporting the smooth execution of program activities.
• Actively participate in regular team meetings, providing detailed updates, contributing innovative ideas, and sharing best practices to foster continuous improvement within the program's operations.

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.

• Bachelor’s degree with a major in business administration or a health care/public health-related field, or equivalent work experience.
• Previous experience in grant-funded programs, project management, or administrative support roles is preferred.
• Familiarity with health care-related initiatives with a focus on data-driven approaches to advance health equity is highly desirable.
• Proficient computer skills, including MS Office Suite (Word, Excel, PowerPoint), email management, and internet research.
• Excellent organizational and time management abilities to handle multiple tasks and meet deadlines.
• Strong attention to detail and accuracy in data entry and record-keeping.
• Effective verbal and written communication skills, with the ability to communicate professionally and tactfully with stakeholders at all levels.
• Ability to work independently as well as collaboratively within a team environment.
• Flexibility and adaptability to changing priorities and work demands.
• Demonstrated commitment to maintaining confidentiality and handling sensitive information with discretion.

Compensation

• Salary range: $45k-65k full-time position depending on title, qualifications, and experience.

 Full-time Benefits include:

• Unlimited PTO
• 12 paid holidays per year, and up to 3 weeks of office closures
• 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, and stipend for peripherals as needed.   
• Yearly professional development stipend after 1 year of service.

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. Employees must reside and perform their duties within the geographical boundaries of the United States, excluding its territories.
• Our team and organizational members are located across the U.S. They are expected to work for approximately 8 hours per day/40 hours per week and should be available during core team hours of 12 PM – 4 PM ET.
• 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 the completion of a satisfactory background check.