Administrative Assistant CASHA Project

Apply Job Type Full-time Description Join Positive Impact Health Centers !

What Makes Us Different:

A Competitive Compensation package will be offered to attract outstanding candidates, including 100% medical coverage, competitive pay, and a supportive environment where people can grow and advance.

Health Insurance:

100% Employer Paid Medical, Dental and Vision benefits

Paid Time Off:

Generous PTO,1 Self Care Day per quarter, 12 paid

Company Holidays Perks:

Parental Leave, Free Parking at our locations, Credit union,

Continuing Education Classes, Employee Assistance Program, Tickets Work Program Secure Your Future:

PIHC is committed to your long-term success, offering a robust 401(k) plan with 5% employer match and automatic enrollment for your convenience. Positive Impact Health Centers ( PIHC) is a community leader in providing HIV prevention, care and treatment services. The PIHC model of care assures that people with HIV have access to medical, pharmacy, dental, behavioral health and social services, providing the best opportunity for patients to achieve high-quality health outcomes.

JOB SUMMARY

The Office Assistant - CASHA Project provides essential administrative, operational, and project coordination support to the Chief Operating Officer (COO), who also serves as the CASHA Project Director. This dual-function role sits at the intersection of executive office administration and a federally funded HRSA demonstration project, making it one of the most critical support positions within PIHC's operations. In the operational capacity, the Office Assistant manages the day-to-day administrative functions of the COO's office, including executive scheduling, correspondence management, document preparation, records management, and logistics coordination across PIHC's 16 departments. In the project capacity, the Office Assistant provides direct administrative and coordination support to the CASHA project, assisting the Project Director with CBO partner communications, grant documentation, IRB compliance materials, ETAP reporting logistics, meeting coordination with CBOs and project staff, and data tracking support. The role requires a highly organized, detail-oriented, and mission-aligned professional who can operate effectively across both executive support and grant-funded project environments. Requirements 1.

Executive & Administrative Support:

Manage COO calendar, meetings, correspondence, and executive documents; Coordinate meeting logistics (agendas, minutes, materials, virtual platforms); Track action items, deadlines, and leadership follow-ups; Maintain organized filing systems, records, and contact databases. 2.

CASHA Project Coordination:

Support project documentation, scheduling, and communications; Maintain project calendar (milestones, reporting deadlines, ETAP timelines); Coordinate meetings with CBO partners and internal teams; Assist with HRSA reporting, grant documentation, and data submissions 3.

Document & Records Management:

Maintain contracts, MOUs, and agreements with tracking for renewals; Ensure proper filing, routing, and compliance with approval processes 4.

Communications & Partnership Support:

Facilitate communication with CBO partners and stakeholders; Assist with newsletters, updates, and external communications; Coordinate logistics for conferences, trainings, and outreach events 5.

Compliance & Grant Accountability:

Maintain confidentiality (HIPAA, HRSA requirements)Support tracking of project expenses, invoices, and documentation; Assist with audit preparation and grant compliance activities

Knowledge, Skills & Abilities:

Strong administrative, organizational, and executive support skills Excellent written/verbal communication and document preparation Proficiency in Microsoft Office and virtual platforms (Zoom/Teams) Ability to manage multiple priorities and meet strict deadlines Knowledge of HIPAA, confidentiality standards, and grant compliance preferred Experience working with diverse and under-served populations preferred Strong problem-solving skills and ability to work independently and collaboratively

Requirements:

Associate's degree required; Bachelor's preferred (Business, Public Health, Healthcare Admin, or related field)Minimum 2 years of administrative or executive support experience Healthcare, nonprofit, or grant-funded experience preferred Equivalent combination of education and experience considered

Additional Requirements:

Valid driver's license; Ability to travel locally between sites and community partners; Occasional travel for trainings or conferences

Physical Demands:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is frequently required to sit and talk or hear. The employee is occasionally required to walk, use hands to finger, handle, or operate computers, objects, tools, or controls and reach with hands and arms. The employee must occasionally lift and/or move up to 30 pounds. Specific vision abilities required by this job include close vision and the ability to adjust focus.

NOTES:

Positive Impact Health Centers, Inc., is an equal opportunity employer and does not discriminate against any employee or applicant for employment because of race, creed, color, religion, gender, sexual orientation, gender identity/expression, national origin, disability, age, or covered veteran status. Recreational drugs, weapons and violence are not permitted on agency property or at any agency events or programs. The above job description represents the general nature, primary duties and responsibilities, and qualifications for the work performed by employees within this job, but is not a comprehensive and exhaustive list. Employees may be required to perform other duties as assigned, and specific duties, responsibilities, and activities within the core nature of the job may change at any time with or without notice. Employees must be able to perform the essential functions of the job, as specified by the employing entity, with or without reasonable accommodation. Where permitted by applicable law, must have received or be willing to receive the

COVID-19

vaccine by date of hire to be considered for all jobs, if not currently employed by Positive Impact Health Centers. This position description should not be interpreted as all inclusive. It is intended to identify the major responsibilities and requirements of this position. The incumbents may be requested to perform job-related responsibilities and tasks other than those stated in this position description.