Community Based Services Associate

Moses/Weitzman Health System•Middletown, NJ

1d•Hybrid

About The Position

The Community-Based Services Associate (CBSA) serves as an essential administrative and operational resource for the Center for Key Populations (CKP). The CBSA provides administrative support, facility coordination, fleet management assistance, and operational support to ensure the efficient delivery of Community-Based Services programs. The CBSA serves as the first point of contact for clients, community partners, and visitors at the CKP building located at 631 Main Street, Middletown, CT, ensuring a welcoming, safe, and professional environment. The position works collaboratively with Community-Based Services staff, Outreach Coordinators, Medical Case Managers, Program Coordinators, and leadership to reduce barriers to care and support access to medical, behavioral health, dental prevention, and social service programs. The CBSA also supports special projects, program operations, and quality improvement initiatives as assigned by management.

Requirements

High school diploma or equivalent and some college coursework required.
Minimum of one (1) year of experience in human services, healthcare, community services, or administrative support required.
Excellent customer service and interpersonal skills.
Strong written and verbal communication skills.
Proficiency with Microsoft Office applications and electronic systems.
Strong organizational and time management skills.
Ability to prioritize multiple tasks in a fast-paced environment.
Attention to detail and accuracy.
Ability to work independently and as part of a multidisciplinary team.
Ability to maintain confidentiality in accordance with HIPAA and CHC policies.
Reliable transportation and ability to travel to CHC sites and community events as needed.

Nice To Haves

Associate’s degree in Human Services, Social Services, Business Administration, Healthcare Administration, or a related field preferred.
Experience working with underserved or vulnerable populations preferred.

Responsibilities

Provide administrative and operational support to all Center for Key Populations (CKP) programs.
Monitor the CKP reception area and notify staff when clients, visitors, or community partners arrive.
Enter HIV Routine Testing data into the CDC Secure Access Management Services (SAMS) Portal accurately and within required reporting timelines.
Assist with data entry, monitoring, tracking, and documentation to support program reporting and compliance.
Work collaboratively with Community-Based Services Outreach Coordinators, Medical Case Managers, Program Coordinators, and other CHC staff.
Participate in staff meetings, program meetings, organizational meetings, trainings, and community meetings as assigned.
Support departmental quality improvement initiatives and organizational goals.
Foster positive working relationships with internal departments and external community partners.
Provide exceptional customer service to clients, visitors, and community partners.
Assist individuals in accessing Community Health Center services and providing information regarding available programs and community resources.
Maintain professionalism, cultural sensitivity, and confidentiality in all interactions.
Assist with community engagement and client outreach initiatives.
Support outreach staff in connecting clients to healthcare and supportive services.
Coordinate referrals to: Medical Care, Ryan White Services, Behavioral Health, Dental, PrEP Services, HIV/HCV Testing, Housing Resources, Food Assistance, Transportation.
Follow up on referrals as appropriate to promote successful linkage to care.
Assist with the daily operations of the CKP facility.
Coordinate facility maintenance requests and communicate building concerns to appropriate departments.
Monitor building safety and report hazards or maintenance issues immediately.
Maintain office supply inventory and ensure all work areas remain adequately stocked.
Coordinate routine equipment maintenance and repair requests.
Serve as the CKP Safety Officer by completing required safety inspections and supporting compliance with organizational safety policies and procedures.
Assist in coordinating vehicle schedules and fleet operations for Community-Based Services programs, including: Community-Based Services Program, Wherever You Are (WYA) Program, Ryan White Program, Farmers Program, New Horizons Program, Mobile Health Units.
Scheduling vehicle use and coordinating transportation needs.
Monitoring vehicle maintenance schedules and reporting maintenance concerns.
Maintaining vehicle logs, mileage records, and required documentation.
Assisting with coordination of Mobile Health Unit operations as assigned.
Assist with community outreach events, health fairs, educational programs, and special events.
Coordinate event logistics, including scheduling and site preparation.
Assist in securing event locations and confirming community partnerships.
Prepare outreach materials, educational resources, and event supplies.
Coordinate transportation, equipment, and event setup.
Maintain outreach supply inventory and ensure educational materials are readily available.
Track referrals, follow-up activities, and program performance metrics.
Maintain community resource directories and program contact lists.
Maintain inventory of donated items and program supplies.
Coordinate the receipt, storage, organization, and distribution of donated items.
Arrange the mailing, delivery, or pickup of donated items for patients, as appropriate.
Respond to donation inquiries received through the website, telephone, or community partners.
Prepare donor acknowledgment letters and maintain donation documentation.
Assist in identifying donation opportunities through community outreach and social media, as directed.
Retrieve and deliver departmental mail between CKP and CHC administrative offices.
Maintain adequate inventory of office and program supplies.
Distribute supplies throughout the CKP building as needed.
Coordinate supply orders to ensure uninterrupted program operations.
Work a flexible schedule, including evenings and weekends, as required.
Promptly report operational, safety, or program concerns to the supervisor.
Assist with special projects, departmental initiatives, and organizational priorities as assigned.
Perform other duties as assigned to support Community-Based Services and organizational operations.