Program & Operations Manager, Tobacco Control

Public Health Solutions • New York, NY

11h • Hybrid

About The Position

Public Health Solutions (PHS) Tobacco Control Alliance is primarily funded by the New York State Department of Health (NYSDOH). As a grantee of the Advancing Tobacco Free Communities (NYC Smoke-Free) and Health Systems for a Tobacco Free NY (NYC Treat to Quit), its mission is to advance health equity by strengthening medical and behavioral health systems, expanding access to evidence-based tobacco dependence treatment, and empowering communities disproportionately impacted by tobacco-related harm while working to end the tobacco epidemic and to promote a smoke-free society that benefits the health of all New York City residents. Specifically, the objectives of PHS’s contract with NYSDOH are to 1) directly advance health equity by reducing tobacco-related health disparities and inequities in the catchment area 2) reduce the impact of retail tobacco marketing and sales on youth and adults, 3) decrease the number of places where commercial tobacco products are sold, 4) educate and advocate for local and state laws, regulations and voluntary policies to reduce tobacco exposure including those that prohibit tobacco use in outdoor areas, increase the percent of households where smoking is prohibited and reduce the impact of tobacco-related environmental waste 5) work with medical and behavioral health systems to adopt the Clinical Practice Guideline for Treating Tobacco Use and Dependence (Public Health Service(PHS) Guideline) 6) enable grantees to become well-versed in the most up-to-date medication treatment protocols for TUD 7) educate and advocate for local and state laws, regulations and voluntary policies to reduce tobacco exposure 8) support statewide efforts on data collection, research development and distribution of resources to enhance public awareness, engagement and action on tobacco use, e-cigarettes and cessation and 9) to develop an active core group of youth branded as “Reality Check,” as well as a wide range of community partners. Public Health Solutions, Tobacco Control Alliance seeks a Program and Operations Manager to help the department achieve its highest impact by providing day-to-day operational and administrative support to the Tobacco Control Alliance Director and program- NYC Treat to Quit and NYC Smoke-Free staff. This is a grant-funded position.

Requirements

• Bachelor’s degree required, in a related field
• Minimum 4 years’ experience providing administrative operations support
• Ability to perform administrative duties with speed and accuracy
• Skills in using PC office tools (Windows, Office including Word and Excel)
• Ability to handle multiple tasks and have operational skills
• Team player, willing to take on work as required, with an ability to work in fast paced environment
• Must be reliable and very organized with strong time management
• Must be detail-oriented and able to work independently.
• Must have good writing skills and communication style
• Ability to review, analyze, and interpret spreadsheets including tracking systems
• Must be able to take a quality improvement approach to work and suggest ways to improve processes
• Must be able to work independently as well as be a team member.
• Must be able to travel in between NYC boroughs, across NYS for participation in mandatory state meetings and when eligible across the nation for participation in trainings and conferences.

Nice To Haves

• Familiarity with New York City communities and neighborhoods strongly preferred.
• Ability to engage with the community at large during non-traditional work times which can include evenings, weekends, and willingness to have a flexible schedule
• This individual must reside in the tri-state area (NY, NJ, CT) by their confirmed start date.

Responsibilities

• Provide administrative and operational support including, but not limited to travel arrangements, meeting logistics, mailings, purchasing (requisitions, confirmation of receipt of goods etc) and clerical duties
• Coordinate travel approvals, bookings, and reimbursement for staff, ensuring it follows PHS policies and procedures and State’s requirements
• Coordinate and submit approval requests for items such as media production, gear purchases, out-of-state travel, and event attendance, to the State DOH program contract manager
• Submit vendor invoices to and work with PHS Accounts Payable and PHS Purchasing team to resolve any payment issues
• Maintain accurate and accessible office filing system, tracking documents and keep detailed digital records of program inventory - computers, phones, incentives, etc.
• Maintain budget tracker spreadsheet for program expenditures and balance sheet
• Assist the Director in contracts with outside vendors via PHS Agiloft system
• Coordinate program-wide communications, training activities, internal/external meetings and other special events
• Maintain program(s) tools including calendar, records, databases, contact lists, equipment and supply inventories, for program operations
• Facilitate assigned internal program workgroup meetings and tasks
• Coordinate with Facilities team for receiving, sorting, storing and organizing program inventory and packages
• Build meaningful connections between the NYC Smoke-Free and NYC Treat to Quit staff and other staff engaged in outreach at PHS
• Manage program(s) website and social media accounts- including creating outreach materials and social media content
• Support citywide outreach activities, event, and meetings
• Assist program team(s) with implementation of outreach events (supplies, logistics, and communication) and tracking and documentation of outreach activities
• Work with volunteers, interns and program staff to support outreach activities
• Manage Neighborhood Health Outreach SharePoint systems
• When needed, conduct presentations and provide educational resources to promote program initiatives
• Attend and participate in mandatory local, regional, and state meetings and training. Anticipated 4 times per contract year
• Remain abreast of current tobacco control issues and all other duties as assigned

Benefits

• Hybrid Work Schedule.
• Generous Paid Time Off and Holidays.
• An attractive and comprehensive benefits package including Medical, Dental and Vision.
• Flexible Spending Accounts and Commuter Benefits.
• Company Paid Life Insurance and Disability Coverage.
• 403 (b) + employer matching and discretionary company contributions.
• College Savings Plan.
• Ongoing training and continuous opportunities for professional growth and development.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level