Duration: 4 years to start
Simple Summary
This person protects the whole system from administrative quicksand. Without this role, senior staff end up doing scheduling, file naming, RSVP chasing, invoice tracking, and spreadsheet archaeology. That is not strategy; that is survival.
General Statement of Duties
Perform professional administrative, project coordination, documentation, scheduling, compliance support, and operational assignments related to RHTP community engagement, advisory council operations, regional meetings, public-facing materials, partner communication, and grant-supported engagement activities.
This position will provide essential coordination support to ensure that the RHTP community engagement infrastructure is organized, documented, accessible, and responsive to federal, state, and internal reporting expectations.
Supervision
Works under the direction of the Executive Director of Engagement and Community Partnerships, the Senior Project Manager for Community Engagement Operations, and/or other designated senior staff.
Scope of Work
Responsibilities include:
- Schedule meetings, prepare calendar invitations, manage RSVPs, and coordinate logistics.
- Support meeting preparation, including agendas, packets, sign-in sheets, notes, and follow-up materials.
- Maintain organized files, SharePoint folders, trackers, contact lists, and documentation systems.
- Support vendor paperwork, invoice tracking, OSP coordination, travel/mileage documentation, participation supports, and related administrative processes.
- Assist with public meeting documentation, accessibility coordination, language access requests, and materials preparation.
- Support data entry for the engagement registry, public calendar, and community feedback tracker.
- Track deadlines, action items, approvals, document versions, and communication timelines.
- Assist with formatting reports, summaries, presentations, and leadership updates.
- Support coordination with communications, legal, finance, procurement, and program teams.
- Ensure engagement records are organized and ready for leadership review, CMS reporting, public records needs, and internal accountability.
Required Qualifications
The ideal candidate should have:
- Strong administrative, organizational, and project coordination skills.
- Experience supporting complex meetings, public-sector projects, grants, community engagement, or health/human services programs.
- Strong attention to detail and ability to maintain trackers, records, and deadlines.
- Comfort with Microsoft 365 tools, including Outlook, Excel, Forms, Lists, SharePoint, and Teams.
- Ability to work with internal and external partners professionally.
- Strong written communication and follow-through.
- Familiarity with government, grant administration, public meetings, or community engagement preferred.
#LI-Hybrid
