Associate Director of Program Administration at Association of Asian Pacific Community Health Organizations (AAPCHO)

United States

$85k - $100k

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.