Capacity Building Program Coordinator

Louisiana Public Health Institute•New Orleans, LA

12h•$47,000 - $53,000•Hybrid

About The Position

A successful candidate will thrive in a team environment, can proactively anticipate, and manage challenges, be a self-starter with strong abilities to manage multiple responsibilities and prioritize appropriately. Day-to-day responsibilities may include managing schedules and meetings, taking meeting minutes, identifying and prioritizing items for attention, documentation management, and program activity coordination. The Program Coordinator will be responsible for building and maintaining good working relationships with team members across the organization and may serve on a variety of committees and workgroups in a leadership and/or support capacity. LPHI is headquartered in New Orleans, with employees based throughout the state. This position can be either New Orleans-based (office/remote hybrid) or fully remote from anywhere in Louisiana.

Requirements

Bachelor’s degree in public health, social sciences, OR equivalent combination of education and experience required.
1 – 3 years of relevant professional experience in customer service, administrative support, and/or project coordination.
Strong interpersonal and relationship-building skills with experience working with individuals and groups of diverse backgrounds.
Strong organizational skills, ability to think proactively, be a self-starter, and function both independently and as a team.
Ability to collaborate effectively and build strong, positive relationships with colleagues and partners, both internal and external to LPHI.
Exceptional emotional intelligence, including interpersonal skills and experience working with individuals and groups from diverse backgrounds.
Demonstrated ability to contribute to multiple complex projects simultaneously.
Demonstrated learning orientation; ability to learn new subject areas quickly.
Ability to champion and manage change and challenges successfully, adapt to change, and generate solutions and new approaches; ability to promote a culture of excellence
Demonstrated ability to deliver high-quality and impactful work.
Ability to apply systems thinking and act strategically.
Ability to model and inspire authentic leadership.
Ability to effectively manage and successfully work with individuals and teams.
Commitment to public health and achieving health equity.
Strong organizational skills required.
Ability to think proactively, function independently, and work well in a team.
Ability to maintain a highly detail-oriented approach while maintaining an appreciation of the long-term goals and objectives of the project.
Proven and excellent written and oral communication skills.
Ability to utilize virtual meeting platforms, including but not limited to Microsoft Teams and Zoom, to participate and coordinate meetings and activities in a virtual environment.

Nice To Haves

Editing and revision skills are a plus.
Ability to design communication materials, such as infographics and flyers, utilizing tools like Canva is a plus.

Responsibilities

Provide support for meetings, including scheduling, minutes, and follow-up. Responds to inquiries. Schedules meetings with internal staff and external partners. Exercises good judgment with respect to priorities and effective use of the team’s time.
Ensure preparedness and follow-through for meetings e.g., obtain and/or develop meeting purpose, objectives, and agendas, list meeting attendees and roles, schedule prep meetings as need, take notes with action items/next steps including responsible party, and schedule post-meeting debriefs and follow-up to track organization action items, as requested.
Assist manager with timely processing of invoices and other reimbursements.
Develop a deep understanding of the programmatic areas and stakeholders to support administrative improvements.
Assist with the preparation, proofreading, and editing of outgoing correspondence.
Maintain files of relevant organizational and programmatic documents. Updates documents, as necessary.
Promote continuous improvement by developing efficiencies and implementing enhanced processes.
Engage in professional development activities to improve job-related skills and knowledge.
Manage and coordinate teleconferences, meetings, trainings, and events as required.
Lead coordination activities and support for BHW projects, including
Updating project plans, stakeholder matrix, and other project tools.
Communications materials, including SharePoint/website updates, promotional products, and more.
Assist program manager and Monitoring, Evaluation and Learning (MEL) team in evaluation strategies, data collection, analysis, presentation, and more. This may also include supporting evaluation capacity among internal staff and sub-contractors/grantees, as well as preparing reports for funders
Assist with evaluating technical assistance sub-contractors/grantees
Coordinate data submissions and other information submitted by BHW program sub-contractors, grantees, etc. including but not limited to:
Tracking data and information submissions.
Routinely conducting quality checks for completeness and accuracy.
Providing ongoing feedback and updates to the BHW project team.
Generating and tracking all email communication to sub-contractors, grantees, etc.
Updating grant and sub-contractor contact information.
Support documentation management efforts by creating a document library and file layout.
Anticipate project support needs, potential roadblocks, and collaborate with team members to complete tasks
Proactively communicate and liaise with subject matter experts, funders, consultants, project participants, and staff in other LPHI departments
Develop content about various initiatives for LPHI partners and network such as writing announcements or descriptions for the LPHI newsletter or briefly synthesizing research about a specific topic
Support proposal and business development efforts as needed
Facilitate meetings as needed
Participate in department, project, training sessions, and all staff meetings
Obtain instructor certifications for both Youth and Adult Mental Health First Aid (MHFA) and conduct trainings
Manage and organize community trainings, including:
Developing marketing materials through collaboration with the Communications team
Updating training schedule through communication with internal/external instructors
Registering and communicating with all interested training participants
Ensuring both pre and post-work is completed in a timely manner
Working with partners to vet and book venue, ensure all necessary equipment is available, ensuring training materials are available for in-person trainings
Cultivate ongoing relationships with key constituents and community stakeholders interested in training and technical assistance.
Participate in local community events (in-person or virtual) to introduce the MHFA and other capacity-building service offerings.
Respond to all incoming training and technical assistance-related inquiries from external partners and community members
Coordinate and build capacity of internal instructors through:
Identification, tracking and communication of relevant webinars
Observation of instructor’s trainings
Ensure all instructors are honoring differences, acknowledge uniqueness, and amplifying all voices
Regular check-in with instructors to provide constructive feedback, support, and mentorship to ensure they are delivering the curriculum in an impactful, rigorous, and engaging manner to fidelity
Creation of space for instructors to learn from each other.
Create, distribute, and analyze results of MHFA training satisfaction surveys.
Willingly accept and perform additional duties as assigned.
Willingly accept and perform additional duties as assigned.

Benefits

LPHI contributes 7% of pre-tax salary to the employees’ 401k per pay period regardless of employee contribution, after six continuous months of employment
100% paid premiums for employee health (Core plan), dental, short-term disability, long-term disability and term life insurance beginning on the first day of the month, on or following one month of full-time employment
100% paid Employee Assistance Program
100% paid parking at 601 Tchoupitoulas Parking Garage
Traditional, flexible, or compressed work schedules
Resources committed to professional development
15+ paid holidays per year that includes Thanksgiving Break and Winter Break
10 vacation days accrued per year, years 0-2
15 vacation days accrued per year, years 3-5
20 vacation days accrued per year, year 6+
3 personal days
1 floating holiday (employee’s choice)
12 sick days