ZipRecruiter

Log In

Wisconsin Institute for Healthy Aging

5 jobs near Columbus, OH

Health Promotion Administrative Assistant (100% FTE)

Wisconsin Institute for Healthy Aging

Madison, WI • On-site

$41K/yr

Other

Posted 10 days ago

Job description

Job Title: Health Promotion Administrative Assistant (100% FTE)
Reports to: Deputy Director
Position Summary:
The Health Promotion Administrative Assistant plays a vital role in the behind-the-scenes operations of the Wisconsin Institute for Healthy Aging (WIHA). Under the direction of the Deputy Director, this position manages program trainings from initiation through completion and provides support to a passionate team dedicated to WIHA's mission of spreading evidence-based health promotion programs and practices throughout Wisconsin and beyond. This highly detail-oriented role requires exceptional organizational skills, accuracy, and follow-through to ensure smooth coordination of trainings and effective support of internal operations.
Position Responsibilities:
1. Support facilitator training management: coordinate all WIHA program facilitator and master trainings.
  • Implement training/event planning logistics.
  • Assess incoming facilitator applications.
  • Provide assistance in preparing applicants for training.
  • Prepare and distribute training materials.
  • Manage post-training tasks.
  • Manage fidelity coaching coordination.
2. Assist Deputy Director with database management.
  • Utilize database to enter workshop, program provider, and facilitator information and perform necessary follow up.
  • Work with program leads to maintain fidelity coaching records and scheduling.
  • Track and follow up on post-workshop survey data.
  • Enter participant data and produce data queries to analyze data.
3. Provides general administration to support WIHA and staff.
  • Works with program leads to provide technical assistance to network of program providers and facilitators on program logistics and implementation.
  • Support WIHA staff in development of communications and program materials for website, social media, and more.
  • Assist with reaching out to potential program provider organizations and providing orientations.
  • Manage office supply inventory and order supplies.
  • Check incoming mail and deliver to appropriate staff.
  • Serve as backup to Deputy Director for website approvals or changes.
  • Assist in creating new forms, surveys, and applications.
  • Provide administrative support for special projects and grants.
  • Other duties as assigned.
Experience Required:
  • At least one year of office experience
  • Highly organized and detail-oriented with demonstrated ability to manage multiple projects simultaneously
  • Proficiency with Microsoft Office Suite (Comfort with using Microsoft excel formulas, sorting data, and more)
  • General knowledge of virtual meeting platforms such as Zoom
Preferred:
  • Experience working in a nonprofit
  • Knowledge of public health and the needs of special populations
  • Experience with database utilization
  • Marketing and communication experience and/or graphic design experience
  • Experience with WordPress
Minimum Education Required:
  • High School Diploma with Associate's degree preferred
Licenses of Certifications:
Required:
  • A valid Wisconsin driver's license
Level of Supervision:
  • Reports to the Deputy Director. This position requires a highly organized, motivated, self-starter. This position works independently with regular team and supervisor check-ins.
Work with Others
  • This position provides support and works closely with other members of the WIHA team. Collaborative skills, as well as the ability to work independently, are a must. In addition, this position serves as one point of contact for the organization's network of program providers and facilitators and is expected to provide timely assistance and communicate effectively.
Location of Work
  • This is a hybrid position with varying need for in-office work. Need increases for training, depending on facilitator training schedule, and dependent on other upcoming program needs. In general, the position will be composed of 30% in office and 70% remote work. The position's main office will be located in Madison, WI.
Salary
  • This position has a starting salary of $41,000 annually.

JOB CODE: 1000008

Apply