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Program Assistant (ACRIA)

WFH Flexible • New York, NY (http://maps.google.com/maps?q=New+York+NY+USA+10018) • ACRIA

Job Type

Full-time

Description

The Program Assistant provides administrative, logistical, marketing, and data management support for GMHC’s ACRIA and Prevention programs. This role plays a vital part in ensuring efficient operations, accurate reporting, and effective community engagement. The Program Assistant supports program staff with scheduling, outreach coordination, material and incentive management, and virtual and in-person logistics.

By maintaining organized systems, facilitating outreach strategies, and assisting with data tracking and reporting, the Program Assistant helps ensure GMHC’s ACRIA Centers achieve their mission of advancing HIV prevention, education, and health equity for diverse communities across New York City.

Essential Job Functions

The Program Assistant will be responsible for the following duties:

Administrative & Schedule Support

+ Schedule and coordinate meetings, trainings, and outreach activities.

+ Prepare agendas, record minutes, and maintain organized digital and physical files.

+ Manage calendars and provide scheduling support for supervisors and program staff.

+ Track departmental supply needs; process orders, invoices, and reimbursements.

Event & Outreach Coordination

+ Provide logistical support for HIV/STI testing events, PrEP/PEP referrals, harm reduction distribution, and related prevention services.

+ Assist in planning and staffing community forums, health fairs, and prevention campaigns.

+ Attend community events and tabling opportunities to support GMHC’s visibility and outreach.

+ Support implementation of outreach and engagement strategies for LGBTQ+ individuals, people of color, youth, older adults, and people living with HIV.

+ Participate in contracted and grant-funded events throughout NYC.

Program Support & Materials Management

+ Maintain inventory of program supplies and incentives (e.g., gift cards, Metro Cards), ensuring accurate reconciliation.

+ Organize and manage outreach closets and materials for program staff.

+ Provide logistical and administrative support for trainings, group activities, and community-based events.

+ Assist with special projects and other program-related duties as assigned.

Marketing & Communications

+ Assist in creating promotional materials including flyers, email blasts, and social media content.

+ Manage registration for program trainings, webinars, and community activities.

+ Provide technical support for webinars and troubleshoot issues for attendees.

Data Management & Reporting

+ Collect, enter, and maintain accurate program data in internal and external systems (e.g., AIRS, TREAT, Awards, SurveyMonkey, JotForm).

+ Generate routing reports on outreach, engagement, and service delivery metrics.

+ Support quality assurance and data cleaning processes to ensure compliance with funder requirements.

Requirements

Special Skills and Knowledge

The ideal candidate for this position possesses most or all of the following:

Required

+ Strong organizational and time management skills with keen attention to detail.

+ Demonstrated ability to work independently and collaboratively in a fast-paced environment.

+ Excellent communication and active listening skills, with the ability to interact professionally and effectively in writing and verbally.

+ Experience working with vulnerable populations, including individuals with HIV/AIDS, substance use disorders, and mental health challenges.

+ Ability to work effectively within an interdisciplinary team.

+ Commitment to carrying out responsibilities from a place of empathy, respect, and understanding.

Preferred

+ Experience using online engagement tools (Zoom, webinar platforms) and basic marketing tools for outreach.

+ Background working with nonprofit settings or on behalf of LGBTQ+ communities and/or people living with HIV.

+ Familiarity with community-based outreach, harm reduction, and HIV prevention services.

+ Experience working with historically marginalized communities in a professional or volunteer capacity.

+ Bilingual (English/Spanish) skills.

Education and Certification

+ Associate or bachelor’s degree in Public Health, Human Services, Social Science, business administration, or related field preferred.

+ Equivalent combination of education and relevant work experience may be considered.

+ Minimum of two (2) to three (3) years of relevant administrative experience in a nonprofit, program coordination, or similar administrative role.

Technical Skills

Applicants should demonstrate an intermediate to high level of proficiency in:

Microsoft Excel

+ Creating and managing spreadsheets to track event participation.

+ Using formulas, pivot tables, and data validation to ensure accuracy in documentation.

+ Organizing and tracking outreach metrics and program deliverables.

Microsoft Office Suite

+ Outlook (email communication, scheduling, and coordination with clients and partners).

+ Word (drafting meeting minutes, official correspondence, and program documents).

+ PowerPoint (preparing presentations for community partners and trainings).

Data Tracking Systems

+ Familiarity with AIRS, TREAT, AWARDS, SurveyMonkey, JotForm, or other funder-required databases.

+ Data entry and management to ensure contract deliverables are accurately recorded.

Virtual Engagement Tools

+ Zoom and webinar platforms for hosting, participant troubleshooting, and live event support.

Marketing & Communication Tools

+ Flyer and email blast creation, listserv management, and basic social media coordination.

Documentation & Compliance

+ Entering service data accurately and on time in alignment with contract and funder requirements.

+ Maintaining confidentiality and compliance with HIPAA and data privacy standards.

Work Environment & Schedule

This is a hybrid position requiring a mix of:

+ In-Office Duties: Routine administrative duties, event preparation, and data entry.

+ Community Outreach: Participation in tabling events, health fairs, and contracted prevention activities across NYC.

+ Remote Work: Virtual meetings, trainings, and webinar hosting. Occasional flexibility may be approved by the supervisor based on program needs.

+ Events: Some evenings and weekends required for outreach and community engagement.

+ Participation in the annual AIDS Walk New York event is mandatory for all GMHC staff.

Physical Demands

While carrying out the responsibilities of this role:

+ Travel & Mobility: Regular travel throughout the five boroughs of New York City to attend community events, outreach activities, and forums. Ability to use public transportation, including the subway and bus system, to travel between program sites and community locations.

+ Physical Activity: Mix of sedentary office work and active event participation. Occasional lifting or moving of supplies during outreach and events (typically up to 20 pounds).

+ Sitting/Standing: Extended periods of sitting for computer-based tasks; standing and walking required during outreach and event activities.

+ Communication: Frequent engagement in conversations is necessary, including speaking and listening in person, by phone, or over video platforms with clients, colleagues, and external partners.

+ Note-Taking & Documentation: Consistent attention to detail when entering data, drafting reports, or taking meeting notes. Requires a high level of focus and manual dexterity to write or type for prolonged periods.

GMHC supports a racially and gender-diverse environment which contributes to a positive and inclusive atmosphere. Working at GMHC requires a demonstrated awareness of and commitment to the concerns of the breadth of the communities that we serve.

GMHC is committed to fostering an inclusive, racially, and gender-diverse workplace and seeks candidates dedicated to promoting equity and social justice within our community.

Salary Description

$55,000 per year (DOE)