Program Support Coordinator

Action for Boston Community Development•Boston, MA

4d•Onsite

About The Position

The Program Support Coordinator is responsible for ongoing support of the financial and administrative aspects of the Health Services Department, under direct guidance of the Deputy Director. This position is responsible for a robust inventory system that includes the remaining contraceptive supplies at the subrecipient sites since decentralization of the 340B Program, client educational supplies including ordering and communicating with vendors, subcontracted site orders and receipt of family planning supplies. This position will also provide support to the entire Health Services team.

Requirements

A High School Diploma or equivalent
One to three years of experience in program support, administrative roles, or project management is required.
Must be reliable, detail oriented and able to organize and prioritize multiple tasks.
Strong problem solving ability and sound judgment.
Demonstrate ability to communicate effectively over email and/or phone.
Flexibility, initiative, and ability to work in a team required.
Ability to deal sensitively and effectively with individuals of diverse economic and cultural backgrounds.

Responsibilities

Oversee general office needs such as ordering office supplies through approved vendors and coordinate maintenance of all office equipment.
Collect and maintain department files.
Prepare for onsite and offsite meetings by finding space, order food, creating flyer/advertisement if needed, find a venue, work with outside vendors, coordinate with IT, and secure any needed documents to create Purchase Orders to facilitate payment to vendors.
Manage central outreach supply inventory (condoms, tabling supplies etc.)
Manage shipments to delivery sites including ordering, overseeing the courier services for subcontracted sites, including scheduling deliveries and pick-ups of educational materials, and provide technical assistance to delivery site staff regarding compliance with ABCD and pharmacy protocols, including procedures for ordering, contraceptive logs, and perpetual inventory.
Ensure required payment for supplies, and other necessary forms are received by ABCD Finance staff.
Manage inventory of all office supplies and order monthly or as needed.
Check mail daily and distribute as needed.
Manage pick up of recycling and trash containers.
Perform other general office related duties as assigned and required.
Assist with the preparation of workshop materials.
Support program outreach and Health Services tabling opportunities.
Follow-up with partner organizations to host program workshops.
Organize inventory and order program supplies.
Assist with tracking metrics for program cohort participation and maintaining cohort participation.
Assist Family Training Institute Specialist with tracking of training participants’ payments and ensuring payment is received by Accounts Payable.
Support printing needs for upcoming groups/trainings, as needed.
Maintain training Institute page on ABCD website and Family Planning website of all upcoming trainings. This includes sending training updates to Public Information/Marketing for chargebacks.
Maintain all supplies and educational supplies for trainings, and mailing educational packages to training participants as needed.
Maintain a response spreadsheet for all training participation. Assist with preparation of certificates of completion and contact hours.