Health Science Academy Program Assistant

The Health Science Academy (HSA) is a core program of the Arthur Ashe Institute for

Urban Health (AAIUH). Founded in 1994, HSA is a collaboration between the

Institute and SUNY Downstate Health Sciences University. HSA’s health science

pipeline program partners with public and parochial schools to offer academic

health science enrichment afterschool programs to middle (during the school day

at the schools) and high school students (afterschool at SUNY Downstate). HSA

serves over 300 students, grades 6-12 per academic year. The main

pipeline component, “the Academy,” is HSA’s 3-year (six semesters) program for

high achieving high school students (sophomore-senior year) interested in

health and science careers.  Since 1994, HSA has served over 2,700 students in grades 6-12.

Due to the Covid-19 pandemic, AAIUH is currently allowing staff to work remotely most

of the time, and HSA is providing its afterschool programs remotely through summer

2021; however, HSA staff will meet regularly in-person and HSA hopes to do some

in-person activities during its summer 2021 programming, so local

residency is required. Much of the interview and onboarding processes

will be conducted remotely.

Work schedule will include working on some evenings, after 5:00 pm, and on Saturdays.

Responsibilities include, but are not limited to:

*Invoicing of supplies and consultants’ bi-weekly invoices and tracking payments, and

processing staff’s reimbursement and petty cash.

*Working with HSA’s part-time consultants (e.g., instructors and administrative assistants) for scheduling, facilitating check-ins, and training (e.g., Sexual Harassment Prevention, CITI Human Subjects training, AAIUH/HSA onboarding). Assist other HSA staff with the supervision and recruitment and of consultants and volunteers that support the day-to-day activities of HSA.

*Ordering supplies and scheduling classrooms for Academy (when HSA is back in-person)

*Assisting with data entry for the HSA pipeline (e.g., entering Middle School applications).

*Alumni - work with HSA staff to maintain the alumni database and outreach to Alumni via email, text, and phone.

*Continue the documentation of HSA’s processes.

*Other administrative tasks as needed (e.g., taking notes at meetings, scheduling appointments and meetings).

Qualifications & Skills:

BA/BS degree with course work in program administration, and/or at least 2 years in

such a position in a non-profit setting is required. Course work in the sciences (e.g., biology), health sciences and/or education of students grades 6-12 (e.g., afterschool curriculum youth development, public health) is preferred.   

 *Advanced skills in Microsoft Word, Excel, and Power Point.

*High attention to detail and the ability to organize resources, establishing priorities.

*Strong multi-tasking and time-management skills are a must.

*Strong communication skills – written and verbal – to interact clearly and professionally.

 *Basic research skills (e.g., literature review, internet research) analytical skills and attention to detail

*Experience working with youth in an educational setting is a plus.

*Ability to manage sensitive information with the highest degree of integrity and confidentiallity.