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Organization Name: Ben Hudnall Memorial Trust (BHMT)

Affiliated Organization: Kaiser Permanente

Website: bhmt.org

Job Title: Program Specialist I

Job Classification: Level 3 – Professional

Reports to: Lead Program Specialist

Job Location: Remote (Must reside within a KP region)

Schedule: Full Time; Mon-Fri

Hours: Exempt

Travel: Occasional

Salary: $70,000 - $75,000

Benefits: Comprehensive benefits package including holidays, PTO, Medical/Dental Insurance, 401k, and tuition reimbursement

ABOUT OUR ORGANIZATION

The Ben Hudnall Memorial Trust (BHMT) is a Taft-Hartley Education Trust established by Kaiser Permanente and union representatives of its Alliance and Coalition represented workforce. It is dedicated to support life-long learning and its individual members' career management. As such, BHMT offers a portfolio of diverse programs to support eligible union employees throughout their Kaiser Permanente career journey including:

• Comprehensive Career Development Coaching including Assessments, Exploration, Goal Setting, Education and Training, Job Change, and Career Management
• Career Coaching, Certifications, Degrees, Skills, Continuing Education, Financial Assistance, and Laptop Lending

BHMT works closely with Kaiser Permanente’s (KP) National Workforce Planning and Development Department and its Regional counterparts to constantly adapt and expand Trust offerings to meet the needs of both our management and labor union partners as well as those of the individual participant. The purpose of Career Development is to empower clients to effectively drive their own professional development by providing personalized, confidential, and professional coaching during all facets of their career journeys.

DESCRIPTION

The Program Specialist I plays a key role in administering and supporting BHMT programs and services. This role is responsible for coordinating program operations, managing participant interactions, and ensuring the effective delivery of program services in alignment with BHMT’s mission and strategic priorities.

Working closely with Program Coordinators, cross-functional teams, and organizational partners, the Program Specialist I serves as a subject matter resource for assigned programs, helping ensure program integrity, operational efficiency, and a positive participant experience.

The Program Specialist I shares responsibility with all BHMT staff to promote and uphold BHMT’s workplace guiding principles: Teamwork, Diversity, Service Focus, Life-Long Learning, Innovation, Integrity, Supportive, and Resilience.

RESPONSIBILITIES INCLUDE BUT ARE NOT LIMITED TO:

Program Administration & Delivery

• Coordinate and administer assigned BHMT programs, ensuring consistent implementation of program policies, procedures, and eligibility requirements.
• Manage program workflows including application review, documentation tracking, participant communication, and benefit processing.
• Monitor program activity and ensure timely processing of participant requests and program transactions.
• Maintain accurate program records and ensure proper documentation within BHMT systems and databases.
• Serve as a subject matter resource for assigned programs and provide guidance to Program Coordinators and other team members as needed.

Participant Support & Program Expertise

• Provide high-quality support to participants by responding to program-related questions and assisting with program applications, eligibility requirements, and benefit processes.
• Research and resolve participant inquiries related to program participation, payments, or program requirements.
• Ensure participants receive clear and timely communication regarding program guidelines, timelines, and next steps.
• Escalate complex issues or policy exceptions to appropriate leadership when necessary.

Cross-Functional Collaboration

• Partner with Program Coordinators, Career Development staff, IT, Finance, and Client Services teams to ensure efficient program operations.
• Support cross-team coordination to ensure a seamless participant experience across BHMT programs and services.
• Collaborate with internal and external stakeholders to identify and resolve operational issues impacting program delivery.

Program Monitoring & Continuous Improvement

• Monitor program activity and identify opportunities to improve processes, participant experience, and operational efficiency.
• Assist with data collection, reporting, and program analysis to support performance monitoring and decision-making.
• Contribute to the development and maintenance of program procedures, documentation, and operational resources.

Communication & Program Support

• Assist in preparing program communications, updates, and informational resources for participants and internal stakeholders.
• Support the coordination of program-related meetings, events, and training sessions when applicable.
• Contribute to website updates, informational materials, and participant resources related to assigned programs.

KEY COMPETENCIES

• Strong organizational and time-management skills with the ability to manage multiple priorities.
• Demonstrated ability to work independently while maintaining attention to detail and accuracy.
• Strong problem-solving and analytical skills.
• Excellent written and verbal communication skills.
• Ability to collaborate effectively across teams and departments.

JOB REQUIREMENTS

Required

• Bachelor’s degree required or equivalent combination of education and relevant experience.
• Minimum 2–4 years of experience in a professional or corporate environment.
• Experience supporting program administration, operations, or client service initiatives preferred.
• Experience in higher education, workforce development, or employee development programs is a plus.

Technical Skills

• Advanced proficiency in Microsoft Excel.
• Intermediate proficiency in Microsoft Office applications (Word, Outlook, PowerPoint).
• Experience working with databases, program tracking systems, or CRM platforms.
• Ability to quickly learn and adapt to new software and technology platforms.

ADDITIONAL BHMT REQUIREMENTS :

• Must have discretion and be skilled in dealing with sensitive, confidential, and personal information.
• Ability to function, contribute and lead in a face-to-face and virtual team environment.
• Must interface effectively with all levels and across organizational lines.
• Excellent customer service skills with attention to detail and ability to follow-through.
• Strong time management, organizational, program development, and business presentation skills, as well as oral and written communication skills.
• Must work effectively with people from culturally diverse backgrounds and foster inclusive excellence in all facets of one's work.
• The ability to work effectively with a broad range of internal and external constituents including KP clients and management, union representatives, vendors, and staff.
• Knowledge in career development theories, program development, instructional design and adult learning strategies.
• Must be committed to continuous life-long learning.
• Must be able to work in a Labor Management Partnership environment.

Essential Functions of the Position:

• Ability to work remotely using a laptop and phone provided by BHMT.
• Ability to sit for extended periods while attending and/or conducting virtual meetings and administrative work.
• Ability to use hands and fingers for typing, handling documents, and operating standard office equipment.
• Ability to communicate effectively via phone, video conferencing, email, and text.
• Ability to occasionally travel for organization-wide offsites and vendor/partnership meetings.

GUIDING PRINCIPLES:

Must demonstrate understanding and application of our workplace guiding principles.  These are embedded in all roles and applicants must provide evidence of their values/guiding principles as part of the application process.

• Teamwork
• Diversity
• Service Focus
• Life-Long Learning
• Innovation
• Integrity
• Supportive
• Resilience

For a detailed description of our guiding principles, visit our website at https://bhmt.org/about-us/

BHMT is a fast-paced work environment embedded within the larger corporate structure of Kaiser Permanente. The position will be based remotely with laptop and phone provided by BHMT.  Will require occasional travel to organization-wide offsites and vendor/partnership meetings. 

Positions are full-time with comprehensive benefit package including paid Holidays, Paid Time Off, Medical/Dental Insurance, 401k, and tuition reimbursement.