Administrative Program Assistant

Job Type

Full Time




1833 West Eighth Street
Suite 200
Los Angeles
United States



The Administrative Program Assistant will be part of an innovative team that works collaboratively to run the Black AIDS Institute’s (BAI) HIV clinical and behavioral services to serve all Black Angelinos. The Administrative Program Assistant is responsible for supporting BAI’s HIV clinical and behavioral services through the management of data, welcoming of clients, and performing operational administrative duties.

Job Location:                        Los Angeles, CA

Reporting Relationship:     Prevention and Care Manager

Supervisory Relationship:  None


·        Regular supervisory meetings with the Prevention and Care Team Lead

·        Weekly team meetings

·        Periodic participation in internal and external trainings

·        Ongoing professional development opportunities

Agency-wide Duties and Responsibilities:

·        Supporting the mission, vision, and values of the Black AIDS Institute

·        Complying with all organizational policies and procedures, including, but not limited to: 

o  Working under the organizing strategy of Holacracy

o  Using Asana, a web-based project management system

o  Maintaining client and organizational confidentiality  

·        Participating in appropriate professional development programs to attain and maintain competency

Position Specific Duties/Responsibilities:

·        Data Entry & File Management

o  Assemble HIV testing files

o  Maintain file system

o  Enter all testing data into Evaluation Web (CDC reporting site) weekly

o  Audit data entered on a monthly basis

o  Maintain incentive log

o  Assist in the maintenance of direct service, linkage, and partnership logs

o  Enter survey data, sign in sheets, contact cards, and Drive Out AIDS tickets

·        Inventory and Procurement

o  Maintain inventory system

o  Order testing supplies, tests, incentives, condoms, and office supplies

o  Ensure inventory is in adequate supply

·        Front Desk

o  Greet clients, triage their needs, and sign them in

o  Answer and direct calls

o  Cultivate a cleanly and welcoming environment

o  Schedule deliveries, sign for packages and distribute mail

Professional Qualifications:

·        2+ years of relevant professional experience in data and administrative support or a Bachelor’s degree or a combination of education and experience

·        High level proficiency in Windows and Microsoft Office (Word, Outlook, PowerPoint and Excel)

·        Excellent oral, written, and interpersonal communication

·        Ability to maintain a friendly demeanor in person and on the phone

·        Demonstrated understanding of the structural and cultural issues related to HIV/AIDS prevention and care among Black people, people living with HIV, women, gay and bisexual men, transgender people, and their intersections.

·        Demonstrated commitment to social and racial justice

·        Ability to exercise discretion and tact in all interpersonal contacts and always maintain confidentiality

·        Exemplary ability to manage multiple tasks using independent judgment and discretion

·        Ability to work independently and accurately in a high-paced, deadline-oriented environment

·        Ability to work under pressure while exercising discretionary judgment; make decisions when necessary with minimal direct supervision

·        Flexibility to perform other duties and responsibilities as needed

·        High level HIV prevention knowledge preferred

·        Reliable transportation required

Other Requirements:

·        Ability to read, write, and converse in English (Bi-lingual Spanish a plus)

·        Ability to communicate effectively and efficiently with staff, stakeholders, and vendors

·        Ability to lift and/or move boxes or equipment in office or at events

·        Time will be split between Crenshaw and MacArthur Park offices

·        Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions

About the Black AIDS Institute

Our motto describes a commitment to self-preservation: “OUR PEOPLE, OUR PROBLEM, OUR SOLUTION.”

Founded in May of 1999, the Black AIDS Institute (BAI) is the only national HIV/AIDS think tank focused exclusively on Black people. The Institute’s mission is to stop the AIDS pandemic in Black communities by engaging and mobilizing Black leaders, institutions, and individuals, in efforts to confront HIV. BAI disseminates information; advocates for sound, inclusive, culturally responsive public and private sector health policies; offers training and capacity building; provides health screening for HIV/STI/Hep C and other chronic and/or infectious diseases, and linkage to comprehensive: and conducts advocacy and mobilization from a uniquely and unapologetically Black point of view.

The Black AIDS Institute is an Equal Opportunity Employer.

For more information about the Black AIDS Institute visit  


The Black AIDS Institute offers a comprehensive benefits package including complete health coverage, life insurance, education reimbursement, and 401K. 

Level of Language Proficiency

 Ability to read, write, and converse in English (Bi-lingual Spanish a plus)

Professional Level

Entry level

Minimum Education Required

No requirement

How To Apply

To apply, submit a cover letter and resume to Email subject line should read “Administrative Program Assistant.” Incomplete submissions will not be considered. No phone calls, please.