The Louisiana Public Health Institute (LPHI) is a statewide, non-profit organization dedicated to promoting health and well-being in Louisiana. They are seeking a Capacity Building Program Coordinator to support the goals of the Capacity Building Team through organizational and administrative assistance, managing tasks across multiple teams, and fostering relationships with stakeholders.
Responsibilities
- Provide support for meetings, including scheduling, minutes, and follow-up
- Responds to inquiries
- Schedules meetings with internal staff and external partners
- Exercises good judgment with respect to priorities and effective use of the team’s time
- Ensure preparedness and follow-through for meetings e.g., obtain and/or develop meeting purpose, objectives, and agendas, list meeting attendees and roles, schedule prep meetings as need, take notes with action items/next steps including responsible party, and schedule post-meeting debriefs and follow-up to track organization action items, as requested
- Assist manager with timely processing of invoices and other reimbursements
- Develop a deep understanding of the programmatic areas and stakeholders to support administrative improvements
- Assist with the preparation, proofreading, and editing of outgoing correspondence
- Maintain files of relevant organizational and programmatic documents
- Updates documents, as necessary
- Promote continuous improvement by developing efficiencies and implementing enhanced processes
- Engage in professional development activities to improve job-related skills and knowledge
- Manage and coordinate teleconferences, meetings, trainings, and events as required
- Lead coordination activities and support for BHW projects, including Updating project plans, stakeholder matrix, and other project tools
- Communications materials, including SharePoint/website updates, promotional products, and more
- Assist program manager and Monitoring, Evaluation and Learning (MEL) team in evaluation strategies, data collection, analysis, presentation, and more
- This may also include supporting evaluation capacity among internal staff and sub-contractors/grantees, as well as preparing reports for funders
- Assist with evaluating technical assistance sub-contractors/grantees
- Coordinate data submissions and other information submitted by BHW program sub-contractors, grantees, etc. including but not limited to: Tracking data and information submissions
- Routinely conducting quality checks for completeness and accuracy
- Providing ongoing feedback and updates to the BHW project team
- Generating and tracking all email communication to sub-contractors, grantees, etc
- Updating grant and sub-contractor contact information
- Support documentation management efforts by creating a document library and file layout
- Anticipate project support needs, potential roadblocks, and collaborate with team members to complete tasks
- Proactively communicate and liaise with subject matter experts, funders, consultants, project participants, and staff in other LPHI departments
- Develop content about various initiatives for LPHI partners and network such as writing announcements or descriptions for the LPHI newsletter or briefly synthesizing research about a specific topic
- Support proposal and business development efforts as needed
- Facilitate meetings as needed
- Participate in department, project, training sessions, and all staff meetings
- Obtain instructor certifications for both Youth and Adult Mental Health First Aid (MHFA) and conduct trainings
- Manage and organize community trainings, including: Developing marketing materials through collaboration with the Communications team
- Updating training schedule through communication with internal/external instructors
- Registering and communicating with all interested training participants
- Ensuring both pre and post-work is completed in a timely manner
- Working with partners to vet and book venue, ensure all necessary equipment is available, ensuring training materials are available for in-person trainings
- Cultivate ongoing relationships with key constituents and community stakeholders interested in training and technical assistance
- Participate in local community events (in-person or virtual) to introduce the MHFA and other capacity-building service offerings
- Respond to all incoming training and technical assistance-related inquiries from external partners and community members
- Coordinate and build capacity of internal instructors through: Identification, tracking and communication of relevant webinars
- Observation of instructor’s trainings
- Ensure all instructors are honoring differences, acknowledge uniqueness, and amplifying all voices
- Regular check-in with instructors to provide constructive feedback, support, and mentorship to ensure they are delivering the curriculum in an impactful, rigorous, and engaging manner to fidelity
- Creation of space for instructors to learn from each other
- Create, distribute, and analyze results of MHFA training satisfaction surveys
- Willingly accept and perform additional duties as assigned
Skills
- Bachelor's degree in public health, social sciences, OR equivalent combination of education and experience required
- 1 – 3 years of relevant professional experience in customer service, administrative support, and/or project coordination
- Strong interpersonal and relationship-building skills with experience working with individuals and groups of diverse backgrounds
- Strong organizational skills, ability to think proactively, be a self-starter, and function both independently and as a team
- Ability to collaborate effectively and build strong, positive relationships with colleagues and partners, both internal and external to LPHI
- Exceptional emotional intelligence, including interpersonal skills and experience working with individuals and groups from diverse backgrounds
- Demonstrated ability to contribute to multiple complex projects simultaneously
- Demonstrated learning orientation; ability to learn new subject areas quickly
- Ability to champion and manage change and challenges successfully, adapt to change, and generate solutions and new approaches; ability to promote a culture of excellence
- Demonstrated ability to deliver high-quality and impactful work
- Ability to apply systems thinking and act strategically
- Ability to model and inspire authentic leadership
- Ability to effectively manage and successfully work with individuals and teams
- Commitment to public health and achieving health equity
- Strong organizational skills required
- Proven and excellent written and oral communication skills
- Ability to utilize virtual meeting platforms, including but not limited to Microsoft Teams and Zoom, to participate and coordinate meetings and activities in a virtual environment
- Editing and revision skills are a plus
- Ability to design communication materials, such as infographics and flyers, utilizing tools like Canva is a plus
Benefits
- LPHI contributes 7% of pre-tax salary to the employees’ 401k per pay period regardless of employee contribution, after six continuous months of employment
- 100% paid premiums for employee health (Core plan), dental, short-term disability, long-term disability and term life insurance beginning on the first day of the month, on or following one month of full-time employment
- 100% paid Employee Assistance Program
- 100% paid parking at 601 Tchoupitoulas Parking Garage
- Traditional, flexible, or compressed work schedules
- Resources committed to professional development
- 15+ paid holidays per year that includes Thanksgiving Break and Winter Break
- 10 vacation days accrued per year, years 0-2
- 15 vacation days accrued per year, years 3-5
- 20 vacation days accrued per year, year 6+
- 3 personal days
- 1 floating holiday (employee’s choice)
- 12 sick days
Company Overview
Louisiana Public Health Institute is a public health institute provide the services for public health and tobacco prevention. It was founded in 1997, and is headquartered in New Orleans, Louisiana, USA, with a workforce of 51-200 employees. Its website is https://lphi.org.
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