Coordinator, Chronic Disease

Responsibilities

• Coordinates administrative functions, operations, and fiscal support for the Chronic Disease Prevention & Control Division.
• Meets with the Division Director in a confidential capacity.
• Coordinates division's fiscal functions:
  • Supports division fiscal functions under direction of Director and Bureau Administrator, including monitors grant and city budget expenditures for designated non-personnel categories; tracks contract paperwork; opens purchase orders; reviews and processes invoices; and related duties.
  • Supports program coordinators and managers in monitoring contract compliance by community organizations.
  • Works with vendors to purchase goods and services.
  • Works with subrecipients of the division's funding. Provides technical assistance to community members and organizations to meet BPHC's fiscal requirements.
• Coordinates division administrative & operational functions:
  • Coordinates with staff and community partners in logistics planning for meetings, trainings, and events, including identifying community meeting spaces, ordering food, meeting set-up, and related duties.
  • Provides staff support to other Division staff as assigned, including collecting, analyzing, and reporting information, attending meetings, taking minutes, and related duties.
  • Assists with developing and distributing flyers, brochures, and other educational and promotional materials.
  • Coordinates division's internship administration with BPHC's Human Resources and Professional Development offices.
  • Tracks division program activities using Excel and other databases to meet performance management reporting requirements. Inputs data and produces reports.
  • Maintains inventory of program materials and office supplies. Order supplies and materials.
  • Develops and implements administrative processes as needed.
• Coordinates small grants and projects with external partners:
  • Coordinates Cancer Ride program, including managing voucher inventory and working with participating hospitals to track voucher distribution
  • Responds to inquiries and maintains liaison with various external agencies to provide information.
• Represents division at meetings and community events.
• Performs related duties as required.

BA/BS and 2 years of equivalent experience in operations support, business administration, public health, public administration, or related area, OR 5 years of equivalent experience in operations support, business administration, public health, public administration program coordination may be substituted for undergraduate degree. A Master's degree in relevant area may be substituted for 2 years of experience.

• Basic knowledge of office procedures and fiscal systems for budget, ordering and accounts payable.
• Exceptional organizational skills and attention to detail. Ability to develop timelines and meet deadlines.
• Ability to prepare reports and to maintain accurate records. Ability to work with numbers.
• Excellent interpersonal skills. Ability to communicate effectively and maintain harmonious working relationships with others.
• Advanced knowledge & experience with MSOffice, MSWord, Excel, and PowerPoint, and online meeting platforms like Teams and Zoom
• Ability to understand, explain, apply the laws, rules, regulations, policies, procedures of unit activities.
• Ability to design flyers and informational materials
• Demonstrated cultural competence with the diverse ethnic, cultural and socio-economic groups.
• Bilingual and/or bicultural applicants encouraged to apply.
• MA drivers' license preferred.