Health Program Support Specialist, CBHS

About AccessMatters

AccessMatters, a non-profit, public health organization located in Center City Philadelphia, envisions a future where every person has the health care and information they need to thrive. In service to that vision, AccessMatters’ mission is to protect, expand, and enhance access to sexual and reproductive health care and information for all people. Our team strives to advance our mission in accordance with these guiding principles: (1) sexual health is an essential component of health and wellbeing across the life span; (2) access to quality, affordable health care – including sexual and reproductive health care – is a fundamental human right; (3) every person, family, and community deserves to be treated with dignity and respect; (4) programs and services should be evidence-based, prevention-focused, and person-centered; (5) organizational excellence is best achieved through a culture of various perspectives, innovation, and accountability; (6) clients, volunteers, staff, partners, and supporters should be treated with kindness, dignity, and respect in a comprehensive environment; and (7) everyone deserves a caring workplace environment that fosters trust, teamwork, creativity, and work-life balance where work is enjoyable and where staff are supported in their professional development and their pursuit of excellence.

Job Summary

Reporting to the Director, Community Based Health Services (CBHS), the Health Program Support Specialist will work closely with supervisor and funded organizations to support the patients/clients they serve. The Health Program Support Specialist will support function for programs under the purview of CBHS, including duties related to program development, implementation, evaluation, and the provision of technical assistance. this position will be instrumental to the Community Based Health Services team by assisting with daily tasks, including but not limited to: preparation and dissemination of regularly scheduled communications, drafting of data reports, assistance with contract preparation, data monitoring, as well as assisting with core aspects of the day-today operation of the Ryan White Part D (RWPD) Support Services Program. The Health Program Support Specialist will interact both with AccessMatters’ internal team members and external sub-recipients and stakeholders, including AccessMatters’ Ryan White Part D network, consultants, community-based partners, and the general community. This position will be a member of the core CBHS team, which resides within the Health Access and Service Delivery department within AccessMatters and is expected to participate in all departmental meetings and activities as needed. This job is full-time and non-exempt.

Essential Functions:

Reporting to the Director, Community Based Health Services (CBHS), the Health Program Support Specialist will:

General Duties

• Maintain close communication with supervisor and meet regularly with program team.
• Adhere to all program guidelines and protocols protecting client information and records. At all times, ensure compliance with agency Confidentiality Policy and Pennsylvania’s Act 148.
• At the direction of the supervisor, maintain administrative communication with subrecipients regarding submission deadlines
• Participate in supplementary activities including: referral resource updates, research, attendance at external trainings, community education, outreach, and site visits.
• Participate in staff trainings and meetings, support organizational initiatives, and aid in the pursuit and development of new projects and strategic vision.
• Complete intensive trainings related to the topics of public health, public benefits, and HIV services within the Eligible Metropolitan Area.

Assist with Overall CBHS Program Operations

• Prepare accurate and thorough notes/minutes for internal CBHS meetings; ensure agendas and minutes are disseminated to relevant parties.
• Generate and distribute Program Update emails to network providers on weekly basis.
• Maintain up-to-date subrecipient contact information sheets and email distribution lists.
• At supervisor’s direction, send reminders, track and ensure timely submission of network provider expenditure and data reports; communicate with network providers regarding problematic or outstanding reports, when needed.
• Support CBHS team in remaining compliant with federal, grant, and program requirements.
• Assist supervisor in collaborating and coordinating across internal teams in regard to program evaluation, monitoring, education, and development of new initiatives.
• Maintain and regularly update program databases in an accurate and timely way, and generate data reports as required by supervisor.
• Provide logistical support for the RWPD Community Advisory Board including, but not limited to: scheduling meetings, notetaking, logistical support (ie: incentive distribution, food ordering, and transportation logistics)
• Support in the creation of materials, presentations, agendas, and handouts for external meetings and trainings.
• Participate in supplementary activities including: referral resource updates, research, attendance at external trainings, community education, outreach, and site visits.
• Maintain close communication with supervisor and meet regularly with program team to report and review progress.
• Complete other projects and perform other duties as assigned.

Provide Program Support for the Ryan White Part D Support Services Program (SSP)

• Receive and log client registration packages, monthly service delivery records, and relevant reports.
• Review client information for program eligibility, including application review; ensure receipt, accuracy, thoroughness and documentation of required client information, and maintain accurate records of clients currently enrolled in program.
• In partnership with the Director of CBHS, serve as a point of contact for client applications and for staff at funded organizations that submit applications on behalf of the individuals they serve.
• Review records of services rendered, ensuring eligibility and accuracy of said services, and complete client-level service documentation and reporting.
• Participate in facilitating training for subrecipients on SSP program requirements, workflows, and processes.
• Ensure provision of services is consistent with Payer of Last Resort rules and regulations.
• Manage the security, inventory, issuance, and reconciliation of cash equivalent monetary incentives (i.e., gift cards and similar items) and promptly report any loss, theft, or irregularities.
• Aid in the distribution of physical and virtual program resources to network providers.
• Communicate with referral sources to obtain missing information, identify technical assistance needs, and provide programmatic support.

Advance the Misson of AccessMatters and Fulfill Organizational Duties

• Create and maintain a work environment that is respectful of all, embraces varying views, perspectives and talents in problem solving.
• Maintain high ethical standards and conduct regarding confidentiality, integrity, and dual-relationships while representing AccessMatters effectively and positively to all stakeholders.

KNOWLEDGE, SKILLS, AND ABILITIES:

• Ability and desire to work with varied populations, communities and institutions across a broad spectrum of community and clinical providers within the field of HIV and other related infectious diseases.
• Passionate commitment to AccessMatters’ strategic plan, mission, and vision.
• Experience in the field of HIV care, maternal and child health care preferred.
• Knowledge of populations and communities hardest hit by HIV and related infectious diseases preferred.
• Ability to manage multiple tasks and details accurately and on deadline, while remaining open to changing priorities.
• High degree of customer service skills and philosophy, to include responsiveness, and follow-through to deliver high quality services to external and internal stakeholders.
• Ability to think analytically and work with data to produce basic reports for program planning and monitoring.
• Ability to self-manage, independently prioritize, solve problems, and effectively handle multiple tasks and projects simultaneously, while taking direction as needed.
• Ability to communicate effectively, verbally and in writing.
• Ability to work independently and as a member of a team.
• Ability to navigate effectively and diplomatically, across varied organizational structures, roles, and relationships – both externally and internally.
• Proficiency in Microsoft Office Applications (Word, Outlook, Excel and PowerPoint), with emphasis on utilizing and maintaining spreadsheets.
• Experience with web-based meeting, collaboration, and information management systems, portals, and intranets.
• Ability to travel to partner organizations as needed within the Philadelphia region.

EDUCATION AND EXPERIENCE

• Required: Bachelor’s Degree. Prefer coursework, previous work experience or other training in relevant aspects of the role, including but not limited to: public health, (i.e. sexual health, reproductive, maternal and child health care, infectious disease prevention and/or treatment), social work, health and human services. Relevant industry specific experience may be considered in lieu of degree where possible.
• Minimum 1-3 years’ experience in nonprofit sector, with grant funded entities, and/or in public health space.
• Minimum 1-3 years’ experience providing program support and/or data entry support.
• 1-3 years’ experience in the fields of HIV/STD/STI testing, prevention, treatment, and/or sexual and reproductive health preferred.
• Eligible for all city and state mandatory clearances, e.g., criminal and child abuse.

ANNUAL SALARY: $46,200.00.

• HOW TO APPLY: Submit both a cover letter and a resume to the Health Program Support Specialist - CBHS position posted at our online career site, by going to this link: https://bit.ly/343YwKD. Address cover letter to Raeann Billey, Vice President of Human Resources. Please include salary requirement and potential start date. *NOTE: This is a hybrid position, candidates are expected to reside within commuting distance of our headquarters in Center City, Philadelphia. ** No calls, please.

ACCESSMATTERS IS AN EQUAL OPPORTUNITY EMPLOYER.

AccessMatters offers a competitive benefits package to all full-time employees.