Temporary Program Associate
The California Health Care Foundation (CHCF) is dedicated to advancing meaningful, measurable improvements in the way the health care delivery system provides care to the people of California, particularly those with low incomes and those whose needs are not well served by the status quo. We work to ensure that people have access to the care they need, when they need it, at a price they can afford. CHCF's work is oriented around three goals, each staffed by a team at the foundation:
- Improving access to coverage and care for low-income Californians
- Ensuring high-value care
- Laying the foundations
The program associate manages the grants administration function and provides administrative support to a program team and other members of CHCF staff.
The ideal candidate is a flexible, well-organized, team player who has excellent Microsoft Office and administrative skills, comfortable interacting with all levels inside and outside the foundation, and able to successfully support the fast-paced work of senior-level colleagues.
This is a full-time, nonexempt, temporary position scheduled to last for 5 months.
- Manage all administrative aspects of the grants process for department staff members.
- Manage and coordinate Request for Information (RFI)/ Request for Proposal (RFP)’s schedules and activities, log new projects into the grants management system, draft grant awards and correspondence, and work with CHCF's grants management staff.
- Maintain grant records, including monitoring due dates for deliverables, managing the payment process, and completing monthly close-out reports for the staff.
- Develop and track project/grant timelines and work plans and calendar meetings and tasks as needed in coordination with internal workflows (Peer Review Meeting, Board of Director’s meeting deadlines, etc.)
- Serve as liaison with grantees and program staff.
- Guide and assist the program teams in meeting payout goals and deadlines; ensuring that grants are current (e.g., deliverables are submitted on time, and payments are issued in a timely manner).
- Troubleshoot and resolve grants management system technical issues with grantees.
- Conduct research, as needed.
Meeting and Event Coordination
- Manage the logistics and preparation of materials for foundation-sponsored meetings and activities.
- Coordinate mailings to invite and inform participants.
- Work with hotel personnel to arrange rooms, food, and meeting details.
- Create agendas and participant lists and compile background materials.
- For in-house meetings, prepare the conference rooms with the required seating and A/V equipment, assemble written materials, arrange catering and beverages, greet and check in guests, respond to any individual or group needs, and clear the room after the meeting has concluded.
- Manage all aspects of web conferencing logistics in the event of virtual events.
- May assist executive assistant with board meeting logistics.
- Schedule appointments, meetings, conference calls.
- Arrange all necessary travel, expense reports, and travel reimbursement requests.
- Organize and maintain files.
- Work with staff to prioritize, determine action, and respond.
- Receive and screen telephone calls and mail, and take messages or follow up.
- Photocopy, scan, or fax materials for internal and external distribution.
- Assist the receptionist and other programs, as needed, for reception coverage, vacations, special projects, board meetings, etc.
- Work with External Engagement to manage contacts for department in the organization-wide database.
- Use database to generate lists of meeting participants, mailing lists, and other contact-related information.
Complete special projects and other duties, as assigned. Overtime and travel may be required.
The ideal candidate will have the following experience and characteristics:
- Bachelor's degree preferred.
- At least two years of relevant experience.
- Foundation, nonprofit, university, or government work experience preferred
- Demonstrated experience supporting professional personnel, preferably at the senior level
- Tech-savvy and proficient in all Microsoft Office applications, as well as electronic mail and calendaring
- Exceptional communications skills; demonstrated ability to influence others, of all levels inside and outside the foundation, with tact and discretion, to deliver results
- Able to effectively build relationships with staff on all levels, within and outside of the foundation
- Collaborative working style and sense of teamwork
- Ability to work with minimal direction
- Sound judgment and discretion when handling sensitive and confidential information
- Demonstrated ability to multitask and to meet deadlines, as well as demonstrated resourcefulness in setting priorities; strong organizational skills and exceptional attention to detail.
Salary and Benefits
Salary is commensurate with education and work experience. The foundation provides a benefits package that includes medical, dental, vision, disability, life and long-term care insurance; a cafeteria plan; commuter checks or paid parking; employee assistance and wellness programs; educational assistance; paid time off; and retirement benefits.
To apply for a position at CHCF, please submit your interest via our online application system. Unless otherwise noted, we will accept resumes until a position is filled, and we will try to let you know the status of your application in a timely manner.
This position is based in our Oakland office. This position is based in our Oakland office; there will be no paid relocations or telecommuting. We will accept resumes until the position is filled.
The California Health Care Foundation is an Equal Opportunity Employer, and all qualified applicants will receive consideration for employment without regard to age, race, ethnicity, religion, sexual orientation, gender identity, national origin, disability status, protected veteran status, or any other characteristic protected by law.