Position: Associate Director of Program Administration
Department: Pacific Islander Center of Primary Care Excellence (PI-CoPCE)
Reports To: Deputy Director
FTE: Full-Time (1.0 FTE)
Salary: $85,000 - $100,000
Location: Remote within the United States (preference for candidates based in: AR, CA, CO, DC, FL, GA, HI, IL, MA, MI, MT, NY, OH, OR, TX, VA, WI) or with significant experience serving communities in the US Affiliated Pacific Islands and Asian American, Native Hawaiian, Pacific Islander communities.
Travel Requirements: This position may require regular travel including to the US Affiliated
Pacific Islands, Hawaii, and Continental US locations.
Position/Role:
The Associate Director of Program Administration provides strategic and operational leadership for the programmatic infrastructure supporting the Pacific Islander Center of Primary Care Excellence’s (PI-CoPCE) Pacific Academy of Wellness and Health (PAoWaH) training portfolio. This role is responsible for strengthening and coordinating the administrative systems that enable effective program delivery across all of PI-CoPCE’s training and technical assistance initiatives.
The Associate Director is jointly responsible for program implementation, development, planning, monitoring, operations, and evaluation related to PI-CoPCE’s program portfolio consisting of but not limited to federal contracts and sub contract partnerships. The Associate Director works closely with PI-CoPCE’s Co-Leads and key staff to develop, coordinate, and implement training and technical assistance activities to strengthen the capacity of Pacific Islander serving community health centers, ministries of health, and community-based organizations partnering with health systems providers.
The primary responsibilities of the Associate Director are as follows:
Programmatic and Project Management: (70%)
- Lead the development, implementation, monitoring, and evaluation of training and technical assistance (T/TA) services aligned with PI-CoPCE priorities for the following program related contracts: CDC PHIC Cat A, Peau o le Vasa, ASTHO diabetes prevention and NCD Collaborative, and NACDD umbrella hub.
- Deliver onsite and virtual training to project partners and stakeholders in support of program goals and areas of expertise.
- Track, analyze, and coordinate responses to technical assistance requests in collaboration with project staff and subject matter experts (SMEs).
- Lead coordination and development of a programmatic infrastructure for the Pasifika Academy of Wellness and Health (PAoWaH) including standardization of registration processes, organization of training curricula, evaluation tools and implementation tracking.
- Support the development of training and technical assistance materials (e.g., briefs, infographics, case studies, and tools) in collaboration with PIi-CoPCE staff and SMEs
- Coordinate program implementation activities, including site visits, partner engagement, and committee meetings (virtual and in-person).
- Manage and administer programmatic subcontracts for consultants, SMEs, and partner organizations in coordination with internal departments.
- Develop, implement, and continuously improve program workflows, systems, and infrastructure to enhance efficiency, coordination, and overall program delivery.
- Manage the preparation and submission of required progress reports and updates to funding entities, ensuring accuracy and timeliness.
- Collaborate with PI-CoPCE Co-leads to manage program budgets and resources, including participation in budgeting, fund allocation, and contract development.
- Oversee administrative tracking of subcontractor payments, expenditure monitoring, and monthly/quarterly reconciliations in conjunction with PI-CoPCE Co-Leads.
- Coordinate with the Development and Public Affairs team to support program-related communications and website content as needed.
- Perform other duties as assigned by PI-CoPCE Co-Leads.
Administrative: (15%)
- Responsible for co-coordinating the administrative functions related to the following Pi-CoPCE project-based partnerships: CDC PHIC Cat A, Peau o le Vasa, ASTHO diabetes prevention and NCD Collaborative, and NACDD umbrella hub.
- Attend regular meetings with Pi-CoPCE lead of program oversight and evaluator to report on project progress and participate in evaluation activities.
- Develop a work plan and provide communication regarding program implementation, status, and reporting regarding project administrative requirements, including annual progress reporting, fund renewal applications, and program budget management.
Communications and Advocacy (5%)
- Assist in the outreach and marketing efforts related to PI-CoPCE programs and services by working with the PI-CoPCE team and Development and Public Affairs staff to proactively reach out to health networks and partner organizations.
- Develop, strengthen, and maintain partnerships with local, state, regional, and national organizations engaged with PI-CoPCE’s network and portfolio of programs.
- Cultivate relationships and maintain consistent communication with funders, subcontractors, consultants, partners, and other key stakeholders, in collaboration with PI-CoPCE Co-Leads.
Development: (5%)
- Support the identification of opportunities for PI-CoPCE’s programs and initiatives aligned with the strategic plan and priorities.
- Assist in the drafting and editing of grant proposal budgets and advise on other operational related components.
General Agency (5%)
- Foster an environment that promotes trust and cooperation amongst staff, management, members, partners and clients.
- Attend staff, management, and program meetings, and staff retreats.
- Participate in agency functional teams and ad-hoc committees, and activities promoting the mission and vision of the organization.
- Actively participate in planning agency-wide activities such as quarterly and annual retreats, volunteer activities, holidays, and other events.
- Represent AAPCHO in meetings and conferences, as appropriate.
- Provide logistical support on organization activities as needed.
- Perform other duties as requested by the Director of Operations and Executive Director.
QUALIFICATIONS:
- Motivated, resourceful and flexible individual with ability to multitask. Fast learner comfortable working individually and as a team member in a fast-paced and changing environment.
- Bachelor’s degree or minimum of five to seven years of relevant professional experience in accounting, financial management, business management or other related field.
- Experience with grant-based accounting, fund accounting and fiscal grants management of federal and nonfederal funds and regulations.
- Extraordinary detail-oriented with excellent organizational and strategic planning skills, with the ability to assess, prioritize and manage a varied and demanding workload under pressure and with tight deadlines, while maintaining a high bar for quality.
- Experience in developing and grants management of federal subrecipient contracts.
- Experience in development and oversight of consultant contracts, vendor contracts and negotiations.
- Experience in budget development.
- Experience with training, process development, process improvement and program management
- Possess excellent written and verbal communication skills, with ability to convey accounting/finance/payroll and HR information in a simple and clear manner to non-accounting/finance staff and stakeholders.
- Possess excellent task-management and organizational skills.
- Possess excellent creative problem solving and leadership skills.
- Experience working with nonprofit organizations desired.
- Proficient with Microsoft Office applications, Google Suite, and QuickBooks, Mac OSX and management and conferencing technologies (e.g., Google Documents, Cisco Webex, Go-to-Meeting, Zoom, etc.) preferred or willing and able to learn quickly.
- Must support and demonstrate ability to implement the mission and goals of AAPCHO, with a commitment to upholding the values of AAPCHO.