Position Title: Project Support Specialist

Reports To: Director of the Center for Data Quality and   Analysis

FLSA Status: Exempt

Job Type: Full-time

Salary: $50,000 - $65,000

Prepared/Revised Date: December 2024

POSITION SUMMARY

Reporting directly to the Director of the Center for Data Quality and Analysis, the Project Support Specialist provides administrative support for specific program tasks and/or activities in assigned departments.  Must work closely with department heads to establish specific instructions to set goals and timelines for completion of task related to the project.     

ESSENTIAL DUTIES AND RESPONSITILITIES

Project Administrative Support

• Contribute to the preparation, implementation, and monitoring of project communication and implementation.
• Provide daily administrative management of assigned projects, including drafting notes, and necessary ongoing follow-up to each project/task.
• Provide ongoing support for projects/tasks related to special events, trainings and organizational meetings and other functions.
• Develop and maintain project plans for each assigned task and provide regular updates to the appropriate department head and supervisor.  
• Track project/task and provide regular updates on status to project department leads and supervisor.
• Coordinate and support meetings, events, prepare presentations as required in support of project/task needs.
• Working closely with the department leads to support functions to identify and resolve issues related to project/task.
• Maintain and update assigned databases as instructed for each project/task.
• Ensure that all projects are delivered on time, within the scope of work.
• Manage changes to the project scope, and report updates to the appropriate department lead.
• Provide administrative support to HR and Finance department as requested.
• Other administrative duties as required.

Salesforce:

1. Development Database (Foundation)

• Manage creating/maintaining a new database (Salesforce)
• Work with colleagues in development, and programs to load prospects, set-up functionality and ensure that all engagement and transactions are housed within the database.
• Will also serve as the official point of contact to ensure the database remains current, including off-boarding of departing health center employees and on-boarding of new health center employees.

CDAQ:

2. Center for Data Analysis and Quality

• Work with the Director of CDAQ to maintain program progress for CHCU, HCCN, and Development projects.
• Create reports for projects monthly to provide updates to the Director and VCHA staff.
• Provide administrative support to the Director.

VCHF:

3. Virginia Community Healthcare Foundation

• Serve as the primary contact for management and training for the Salesforce database
• Work with the Foundation Executive Director and staff to provide administrative support as needed
• Run reports and basic stewardship activities for the Foundation.
• Work as frontline contact for the Foundation Executive Director.

QUALIFICATION:

Education and/or Experience:

• BA degree (Preferred) or equivalent work experience.
• Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail.
• Must have demonstrated experience in administrative support to include MS office suite, answering phones; greeting the public; interfacing by telephone, virtually (Zoom and/or Teams) or in person with members and shareholders and the public.
• Position must be able to communicate effectively verbally and in writing on all professional levels.

Skills & Abilities: 

• Ability to develop a detailed project plan to monitor and track progress.
• Proficiency in standard office products is required including office suite desktop applications such as Microsoft Outlook, Word, Excel, and PowerPoint.
• Proficient with other Association web tools e.g., Zoom, Teams, etc.
• Ability to complete projects/task with minimal supervision.
• Follow through all projects/task through lifecycle.
• Must take ownership of project/task and seek to improve efficiencies for VCHA through process improvement.
• Tracking project/task and provide regular updates on project/task status to project department leads and supervisor.
• Ability to work independently as well as in a team environment.
• Ability to multi-task, organize and prioritize multiple on-going projects in a fast- paced environment.
• Must be able to adhere to
• Ability to work across departments/teams on varying projects with conflicting deadlines.

CERTIFCATES, LICENSES, REGISTRATIONS

• None

SUPERVISION

• None

PHYSICAL DEMANDS:

The physical requirements of the position are representative of those that must be met by an employee to successfully perform the essential functions of the job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

TRAVEL REQUIREMENTS:

Travel for this position is minimal but will require attendance at all VCHA events and VCHF events.

WORK HOURS:

This is a full-time 40 hours per week position.  The employee work 8 hours per day on an adjusted schedule from a start of 7:00 am to a finish of 6:00 pm

About Virginia Community Healthcare Association

Virginia Community Healthcare Association (VCHA) is a non-profit membership organization that serves as the primary care association for Virginia’s thirty community health centers and look-alike health centers. Membership in VCHA is open to all Federally Qualified Health Centers (FQHCs) and Federally Qualified Health Center Look-Alikes operating delivery sites in Virginia. VCHA supports our health centers in their mission to provide access to health care regardless of geographic location or ability to pay.

Connections working at Virginia Community Healthcare Association