Healthy Administrative Assistant

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Job Type: Full-time

The Healthy Steps Administrative Assistant provides comprehensive administrative, logistical, and coordination support to ensure the efficient and compliant operation of the Healthy Steps program. This role supports program leadership and staff by managing documentation, scheduling, purchasing processes, memberships, compliance tracking, and logistical coordination for meetings and outreach activities. This position plays a critical enabling role by supporting internal operations and providing logistical support for outreach and community engagement activities.

The Administrative Assistant may represent the Healthy Steps program and PCCT at designated outreach events, particularly those connected to clinic-based outreach efforts, using approved messaging and materials.

• Provide administrative support to the Healthy Steps Director and Program Manager, including scheduling, calendar coordination, correspondence, and meeting preparation.
• Prepare agendas, take meeting notes, and distribute summaries or follow‑up documentation as requested.
• Coordinate logistics for program meetings, including room reservations, A/V setup, materials preparation, and attendance tracking.
• Support onboarding and offboarding logistics for new Healthy Steps staff, including documentation coordination, scheduling, and system access requests.

• Coordinate agreements, purchasing and vendor‑related processes, including collection of W‑9s, insurance certificates, purchase orders, and invoice processing.
• Track and maintain records related to program supplies, materials, and inventory.
• Assist with budget support tasks such as compiling expense documentation, tracking spending against budget categories, and preparing materials for leadership review.
• Maintain organized records related to program compliance, certifications, audits, and national reporting requirements.
• Track deadlines, renewals, and required documentation to support national Healthy Steps and agency compliance.

• Manage administrative processes related to professional memberships, endorsements, certifications, and continuing education for Healthy Steps staff.
• Coordinate registrations, enrollments, and renewals with organizations such as ZERO TO THREE, National Healthy Steps, and OK‑AIMH.
• Maintain accurate records of staff certifications, endorsements, and professional development activities.
• Serve as the administrative point of contact for professional development logistics and documentation.

• Provide logistical and administrative support for Healthy Steps outreach and community engagement activities.
• Coordinate materials, supplies, promotional items, and vendor support for outreach events, clinic events, and lunch‑and‑learn sessions.
• Represent the Healthy Steps program and PCCT at designated outreach events, particularly those associated with clinic sites, using approved messaging and materials.
• Share information about Healthy Steps services and community resources with families and partners at outreach events.
• Support clinic partners’ outreach efforts through preparation, attendance, and follow‑up coordination.
• Refer partnership inquiries, media requests, or strategic conversations to the Healthy Steps Director or Program Manager as appropriate.
• Assist with the distribution of outreach materials, newsletters, and informational resources in coordination with leadership.

• Uphold PCCT’s values of compassion, integrity & transparency, collaboration & respect, learning & adaptability, and excellence.
• Perform other administrative or support duties as assigned to ensure the effective functioning of the Healthy Steps program.

• Minimum of 5 years of experience providing administrative, operational, or program support in a nonprofit, healthcare, or human services environment.
• Strong organizational skills with the ability to manage multiple…