Program Coordinator II

THIS IS AN ADMINISTRATIVE POSITION AND YOU MUST BE ABLE TO WORK OUT OF PETALUMA, CA OFFICE. YOU WILL BE REQUIRED TO WORK IN THE OFFICE AT LEAST 2X A WEEK FOR THE FIRST 3-6 MONTHS.

About Aliados Health

Aliados Health is a network comprised of 17 community health center members with sites in Marin, Napa, Sonoma, Contra Costa, Solano, and Yolo counties. Founded in 1994, our mission is to improve access to, and the quality of care provided for underserved and uninsured people in our six counties. Aliados Health’s major focus is to strengthen the capacity of member health centers to act as a regional network of comprehensive primary care that provides access to consistently high-quality clinical care, effective care coordination and reduce health disparities.

Additionally, Aliados Health serves as a HRSA designated Health Center Controlled Network (HCCN), which serves an expanded region in Northern California across a sixteen-county region: Contra Costa, Humboldt, Marin, Mendocino, Napa, Nevada, Placer, Santa Clara, San Francisco, San Joaquin, Shasta, Sierra, Siskiyou, Solano, Sonoma, and Yolo through projects in Health Information Technology, Artificial Intelligence, Analytics, Cybersecurity and Interoperability.
Position Summary

This position is responsible for day-to-day activities in Health Informatics across our member and HCCN health centers. Health Informatics programs are funded by member fees and grants. This position is a part of our Aliados Health – Health Informatics team. Our Health Informatics team develops health information technology and interoperability strategies, supports group analytics efforts for practice transformation and improving the health of the patients, families, and communities, supports Electronic Health Record (EHR) implementation and training services, and collaborates on quality improvement to support Aliados member health centers. Day-to-day activities can vary from calendar and event management, project implementation, grant writing and reporting support, and technical skills around data aggregation, as well as one-time assignments. Flexibility, curiosity, strong awareness to detail and initiative are essential traits for success.

Minimum Qualifications / Education

· Associates degree or equivalent education, with 2-4 years’ experience in an administrative support position.

· Two years of Program Coordinator I or equivalent work experience.

· Minimum one year’s experience in healthcare, public health, social service, or related area.

· Minimum one year's experience in administrative/customer service-based work.

· One year's experience using spreadsheets.

Essential Duties

Below are typical examples of work performed in this position. This is not a comprehensive inventory of all duties, tasks, and responsibilities. Employees may perform other duties as assigned.

· Coordinates the day-to-day activities of programs.

· Provides logistics support for CMIO, Senior Director of Health Informatics and Health Informatics teams with time spent on calendar management, scheduling convenings and/or trainings, preparing agendas, presentations and meeting materials, producing meeting minutes, event management, and posting resources to Aliados Health’s website and toolkits.

· May provide technical analytics support through data aggregation and survey/data collection

· Manages access and documentation for the shared analytics platform and EHR platform, which requires understanding of HIPAA security policies.

· Manages Health Informatics contacts, peer groups and security teams

· Supports grant writing and reporting activities

· Send and track documents that need signature through online tool and ensure they are saved and documented accordingly, including contracts, Memorandums of Understandings (MOUs) and other agreements.

· Supports the implementation of projects and tools.

· Supports invoice tracking including processing invoices and documentation

· Supply or route requests for resources to health center staff seeking help.

· Assist with documentation of promising practices and workflows, using online templates.

· Provides editing in Camtasia and Canva or other video software and graphic design software

· Provide support and take notes at Health Informatics peer network meetings, post reminders, agendas, and minutes.

· Assists Aliados Health staff in development and implementation of training and technical assistance programs for health centers.

· Communicates in a professional and timely manner with Aliados Health, member health centers, vendors, and key partners.

· Supports the Senior Director Health Informatics, CMIO, and Health Informatics teams

· Meets weekly with Supervisor and Senior Director to coordinate activities and events, and review and update job scope of work.

· Attend program trainings and apply learnings to work. Maintain expertise as required.

· Support training coordination and implementation.

· Provide support for out of office triage and resources to health centers on Health Informatics projects

· Other responsibilities may be added as the position evolves.

· Maintains and updates the health informatics webpage and Teams resources

Knowledge

· Interest in and enthusiasm for working with the community health centers and helping those in need.

· Knowledge about public health, health access, quality improvement programs, and/or informatics programs

· Knowledge of data entry, data management, and technology preferred.

· Confidentiality required

· Highly detail oriented

· Experience with or knowledge of grants.

Skills

· Demonstrated ability to coordinate and implement events including training programs.

· Demonstrated experience with calendar management, responsibility for meeting logistics, producing meeting minutes, and utilizing virtual meeting technology.

· Ability to manage multiple virtual and hybrid meeting technologies (Zoom, Teams, others).

· Strong organizational skills with the ability to prioritize projects and meet deadlines.

· Computer literacy and intermediate to advanced ability to use required software applications, especially Microsoft Office 365 and related online applications.

· Intermediate level experience with Excel including graphs and pivot tables

· Exercises good judgment, problem solving and decision-making skills, ability to identify needs and suggest solutions.

· Strong written and oral communication and strong interpersonal and customer service skills, friendly personality, and comfortable speaking to a group.

· Capacity for and interest in learning, willing to ask thoughtful questions.

· Proficiency in basic mathematics and analytical comprehension.

· Ability to comprehend and navigate complex program requirements.

· Demonstrated ability to maintain confidentiality with discretion and handle confidential information.

· Ability to be a positive team member and work independently and execute assigned tasks.

Qualities

· Proactive: Identify needs and suggest solutions.

· Positive: Eager to learn and willing to take on a range of tasks.

· Flexible: Ability to efficiently multi-task; comfortable with fast-paced work environment.

· Mature: exercises good judgment, problem solving and decision-making skills

Requirements

· While performing the duties of this job, the employee is regularly required to sit, stand, carry, drive, see, speak, keyboard and hear.

· The employee is occasionally required to walk, use hands to finger, handle, or feel and reach with hands and arms.

· The employee must occasionally lift and/or move up to 30 pounds (box of paper).

· Specific vision abilities required by this job include close vision, distance vision, color vision and ability to adjust focus.

· Must be able to pass background check.

Working Conditions

• Work is normally performed in a typical office environment as well as outside locations including member health centers, government buildings and community venues.
• Currently all staff are working a hybrid mix of in person and remote. This position will be working hybrid in the Petaluma office.
• Currently all conferences and meetings are being held in a mix of remote or hybrid (in-person plus remote).