Program Coordinator

Brief Description

Alaska Primary Care Association’s (APCA) mission is Advancing Alaska’s Wellness. The organization’s vision is to be the ally for all Alaskans to live their healthiest lives. Its core customers are Alaska Community Health Centers and a range of health workforce development partners. APCA’s staff are a team of highly qualified and effective professionals in an array of health, training, and specialist areas of study who are dedicated to help communities improve access to health and healthcare.

APCA strives to deliver high quality and tailored training and technical assistance to Community Health Centers and other community health providers in policy, workforce development, clinical care, financial sustainability, governance, and quality.

Position Summary

The Program Coordinator will support the Health Center Operations and Quality and Government and External Affairs departments with administrative responsibility to ensure timely execution of tasks, execute purchases and track expenses, coordinate event planning, support committee work, support special projects and provide response to general inquiries and requests for information. This position will also support APCA with general office support in collaboration with the administrative team.

Essential Duties And Responsibilities Include The Following

Other duties may be assigned, as necessary.

• Maintains and reconciles contracts and billing agreements related to Community Health Center projects and activities
• Executes departments’ purchases and invoices and maintains appropriate account coding for purchasing
• Supports departments’ procurement needs
• Collaborates with team members to support annual trainings, event planning and project execution
• Tracks fee for service agreements and follows-up regarding payments
• Ensures updates to survey completion and requests for information
• Captures attendance records and meeting notes/minutes in meetings and events
• Creates professional-quality materials such as flyers, agendas, and promotional content for events, collaboratives, and product demonstrations; coordinates with APCA Communications to ensure timely posting and sharing of materials.
• Support staff in various webinars and live sessions with scheduling, recording, note taking, polls, and follow-up after presentations.
• Serves as the primary logistics point of contact for the departments
• Assists departments’ staff in collecting information and documents from health centers
• Coordinates and finalizes departments’ staff travel arrangements. Manages travel arrangements for consultants and presenters as needed.
• Manage external requests by triaging Contact form requests and directing to appropriate department staff members
• Supports event planning, including assisting with vendor coordination, venue logistics, AV, room arrangement, participant registration, event day materials and greeting guests.
• Assists communications staff with tasks, as needed
• Coordinates special projects, as assigned
• Provides excellent customer service and support to all APCA members and partners
• Performs a variety of work errands, as assigned
  
  

Required

Qualifications / Knowledge

• Associates degree. Relevant experience may be substituted for educational requirements.
• Two years of related office experience
• Access to reliable, insurance private transportation
• Valid Alaska Driver’s License
  
  

Preferred

• Bachelor's degree in applicable field(s)
• Three or more years of experience in related field(s)
  
  

Skills And Abilities

• Possess high proficiency in all Microsoft Office and Windows products
• Has problem-solving abilities
• Strong technical writing skills
  
  

Supervisory Relationship

Received

• Works under the direct supervision of Director of Government & External Affairs.
• Tasks will also be assigned by the Director and Senior Managers for the Health Center Operations and Quality Department.
• Performance is assessed through review of work, integration, and cooperation within the Departments and APCA, communication with all stakeholders, quality and timeliness of deliverables and associated criteria.
  
  

Language Skills Required

• Fluency in written and spoken English required.
• Superior written and oral communication skills.
  
  

Travel Required

In-city travel by personal vehicle for meetings, tasks, and errands as needed. In-state travel may occur. Mileage is reimbursed per APCA policy.

Hours per Week

This is a full-time position, 40 hours/week. Generally, hours are 8:00 a.m. to 5:00 p.m.

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to sit, talk, and hear, and be able to operate a computer, printer, telephone, computer/projector combination, and photocopier.

Work Environment

Duties will generally be performed in an office setting with travel and associated accommodations throughout the local area, the state of Alaska, and the Lower 48 as needed.

NOTE: Any description of work is a picture of the major responsibilities of a position at a given point in time. Jobs are dynamic and assignments/priorities may change. The primary purpose of this description is to outline and communicate key tasks and expectations for the position. This description does not imply or create a contractual relationship. Alaska Primary Care Association is an at-will employer.