Health Promotion Administrative Assistant (100% FTE)

Job Title: Health Promotion Administrative Assistant (100% FTE) 

Reports to: Deputy Director 

Position Summary:

The Health Promotion Administrative Assistant plays a vital role in the behind-the-scenes operations of the Wisconsin Institute for Healthy Aging (WIHA). Under the direction of the Deputy Director, this position manages program trainings from initiation through completion and provides support to a passionate team dedicated to WIHA’s mission of spreading evidence-based health promotion programs and practices throughout Wisconsin and beyond. This highly detail-oriented role requires exceptional organizational skills, accuracy, and follow-through to ensure smooth coordination of trainings and effective support of internal operations.

Position Responsibilities: 

1. Support facilitator training management: coordinate all WIHA program facilitator and master trainings.   

• Implement training/event planning logistics. 
• Assess incoming facilitator applications.  
• Provide assistance in preparing applicants for training.   
• Prepare and distribute training materials.  
• Manage post-training tasks.  
• Manage fidelity coaching coordination.  

2. Assist Deputy Director with database management. 

• Utilize database to enter workshop, program provider, and facilitator information and perform necessary follow up. 
• Work with program leads to maintain fidelity coaching records and scheduling.   
• Track and follow up on post-workshop survey data. 
• Enter participant data and produce data queries to analyze data.  

3. Provides general administration to support WIHA and staff.  

• Works with program leads to provide technical assistance to network of program providers and facilitators on program logistics and implementation. 
• Support WIHA staff in development of communications and program materials for website, social media, and more. 
• Assist with reaching out to potential program provider organizations and providing orientations.  
• Manage office supply inventory and order supplies. 
• Check incoming mail and deliver to appropriate staff.  
• Serve as backup to Deputy Director for website approvals or changes.  
• Assist in creating new forms, surveys, and applications.  
• Provide administrative support for special projects and grants.  
• Other duties as assigned.  

Experience Required:  

• At least one year of office experience  
• Highly organized and detail-oriented with demonstrated ability to manage multiple projects simultaneously 
• Proficiency with Microsoft Office Suite (Comfort with using Microsoft excel formulas, sorting data, and more) 
• General knowledge of virtual meeting platforms such as Zoom 

Preferred:  

• Experience working in a nonprofit  
• Knowledge of public health and the needs of special populations 
• Experience with database utilization 
• Marketing and communication experience and/or graphic design experience 
• Experience with WordPress 

Minimum Education Required:  

• High School Diploma with Associate’s degree preferred 

Licenses of Certifications: 

Required: 

• A valid Wisconsin driver’s license  

Level of Supervision: 

• Reports to the Deputy Director. This position requires a highly organized, motivated, self-starter. This position works independently with regular team and supervisor check-ins.  

Work with Others 

• This position provides support and works closely with other members of the WIHA team. Collaborative skills, as well as the ability to work independently, are a must. In addition, this position serves as one point of contact for the organization’s network of program providers and facilitators and is expected to provide timely assistance and communicate effectively.  

Location of Work 

• This is a hybrid position with varying need for in-office work. Need increases for training, depending on facilitator training schedule, and dependent on other upcoming program needs. In general, the position will be composed of 30% in office and 70% remote work. The position’s main office will be located in Madison, WI.   

Salary

• This position has a starting salary of $41,000 annually.