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

• 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.
• 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.
• 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.