Program Associate

Texas Health Action (THA) is a community-informed non-profit organization dedicated to providing access to culturally affirming, quality health services in a safe and supportive environment, with an expertise in serving LGBTQIA+ people and those impacted by HIV. THA's programs include Kind Clinics, Waterloo Counseling Center, and TeleKind (telemedicine services). Read more about THA here: http://texashealthaction.org.

THA is seeking a Program Associate to support our Community Health Department team. The Program Associate will report to the Director of Community Health and will utilize excellent attention to detail, communication skills, and time management to provide administrative support to the department. This position will be office-based with work-from-home flexibility with manager approval. 

What you would do:

• Use intermediate Excel skills used to cross reference and verify data and formulas
• Interpret and transcribe alpha numeric data into Excel accurately.
• Clean, organize, and manipulate converted data and formulas as needed.
• Assess and transform Excel data to be compatible with pre-defined templates.
• Upload manipulated data into pre-defined templates and confirm correct entry and interaction with automated functions.
• Review and maintain grant program data, enter data into databases (EvaluationWeb, Globalscape, TCT) on a timely and routine basis.
• Maintain, navigate, interpret, transcribe, and manipulate data from various databases (Athena, PxNav, Qure4u, Power BI, TCT) and accurately track data across databases.
• Maintain current knowledge of program regulations and procedures, including grant requirements.
• Identify and communicate data quality issues in multiple databases and assist with corrections and/or follow-up. 
• Monitor and document grant performance and preparation of reports for staff, committees, and board, using agency regulation and guidelines.
• Monitor, control, and prepare data for submission to grant funders or by request from program manager(s). 
• Prepare data sets for yearly audits and semiannual reporting as required by Department of State Health Services and other funders.
• Manage a queue of data management tasks with prompt delivery and clear communication.
• Identify, design, and implement internal process improvements: automating manual processes, optimizing data delivery, and re-designing for greater scalability.
• Perform data integrity and quality audits; manage records maintenance and clean up.
• Review and submission of project finances, invoices, receipts, purchasing, reimbursements, and other program and/or grant expenditures into relevant tracking systems (Intacct, Ramp).
• Support goals related to training, continuing education, and travel requisitions for the department. 
• Audit laboratory documentation procedures for proper specimen processing, submission, and resulting.
• Perform medical reception procedures to ensure proper patient intake and documentation.
• Preparation of data reports, presentations, and other materials as well as yearly audits and semiannual reporting as required by Department of State Health Services and other funders.
• Maintain a system of confidentiality according to clinic’s policies and procedures and HIPAA guidelines.
• Support goals related to training, continuing education, and travel requisitions for the department.
• Assists department leadership with other administrative and clerical office tasks as required.
• Performs related duties as required.

How you describe your skills:

• You like numbers, statistics, facts, and figures
• You have an eye for detail
• You “love” what you do
• You value great benefits and a mission driven work culture
• Listening is one of your key strengths.
• You are also able to manage highly confidential information and situations with the utmost discretion
• You are the model of the organization’s values and people can readily point to you as an example of how to ‘be’
• You like to plan, but you are ok with plans changing and can effectively help others manage change

• Excellent verbal and written communication skills
• You consistently meet or beat deadlines in a fast-paced, quickly changing environment
• You are able to organize daily workload by priorities
• You are adaptable and able to manage change

• You have great attention to detail while able to see the bigger picture
• You have a passion and connection to the communities we serve

• You understand when it is prudent to seek outside expertise
• Your friends describe your personality as “positively contagious”
• You balance People and Process
• You have the ability to perform physical tasks related to office administration (such as seeing, sitting, typing, standing, walking, turning, reaching, bending, stooping, and turning during the course of the day)
• You have the ability to lift and carry up to 25 pounds on a regular basis

Requirements

Your previous work life, experience and education include:

• High school diploma or GED
• Proficiency in Microsoft Office
• Knowledge of computer technology and terminology
• At least 1 year of administrative, program and support experience, preferably in grantmaking, nonprofit, government or related institutions
• At least 1 year of previous experience in data entry
• Experience working successfully with ethnic, racial, economic, and sexually diverse populations.

Your previous work life and education ideally would include:

• Bachelor’s degree
• Familiarity with Electronic Medical Record systems
• Excellent oral and written and communication skills, including grammar, spelling, punctuation, and ability to write clear and professional letters, reports, memos, agendas, minutes, and other business documents

• Experience and comfort in discussing issues related to substance use, harm reduction, homelessness, mental health, gender care and LGBTQ communities

• Ability to work harmoniously with diverse groups of individuals
• Experience working with an ethnically, culturally and racially diverse work staff
• Ability to deal effectively with stress relating to the changing organizational, personnel, and healthcare environment
• Bilingual (English/Spanish) ability strongly preferred
• All of the above alongside a sense of humor and passion for our mission will ensure you the superstar status you probably deserve.

Benefits

• Health Care Plan (Medical, Dental & Vision)
• Retirement Plan (403b)
• Life Insurance (Basic, Voluntary & AD&D)
• Paid Time Off (Vacation, Sick & Holidays)
• Disability (Short Term & Long Term)
• Training & Development

EOE Statement: Texas Health Action is proud to be an Equal Employment Opportunity and Affirmative Action employer. We do not discriminate based upon race, religion, color, national origin, gender (including pregnancy, childbirth, or related medical conditions), sexual orientation, gender identity, gender expression, age, status as a protected veteran, status as an individual with a disability, or other applicable legally protected characteristics.

Compensation

Based on job duties and requirements, this position is placed in salary band 40 with an a rate of $20.80 per hour.