Key Responsibilities and Required Skills for a Health Program Assistant

🎯 Role Definition

The Health Program Assistant is the operational backbone of our health and wellness initiatives. This role is a dynamic blend of administrative prowess, logistical coordination, and compassionate communication, designed to support the Program Manager and the wider team in delivering effective, high-impact health services. As a Health Program Assistant, you are the central point of contact, ensuring that all moving parts of a program—from participant scheduling to data management and event logistics—are handled with precision and care. You are a problem-solver and a facilitator, enabling the program to achieve its goals and make a tangible difference in the community's health.

📈 Career Progression

Typical Career Path

Entry Point From:

Administrative Assistant or Office Coordinator
Medical Receptionist or Patient Services Representative
Recent Graduate (Public Health, Health Administration, Social Sciences)

Advancement To:

Health Program Coordinator
Community Health Educator
Project Manager, Health Services
Grants and Contracts Specialist

Lateral Moves:

Research Assistant
Patient Navigator
Communications Associate (in a healthcare setting)

Core Responsibilities

Primary Functions

Provide comprehensive administrative support to the Program Director and staff, including managing complex calendars, scheduling meetings, and handling correspondence.
Act as the primary point of contact for program inquiries from participants, community partners, and healthcare providers, offering timely and accurate information.
Coordinate the logistics for program events, workshops, and meetings, which includes booking venues, arranging catering, preparing materials, and managing RSVPs.
Meticulously maintain and organize program files, both physical and digital, ensuring all documentation is up-to-date and compliant with internal and external policies.
Perform accurate and timely data entry of participant information, program activities, and evaluation metrics into various databases and tracking systems like RedCap or a custom CRM.
Assist in the preparation and dissemination of program-related materials, such as flyers, newsletters, presentations, and educational packets.
Support the financial administration of the program by processing invoices, tracking expenditures against the budget, and preparing reimbursement requests.
Help coordinate participant recruitment and outreach efforts by distributing promotional materials and attending community events to represent the program.
Prepare and assemble materials for board meetings, stakeholder briefings, and team huddles, including drafting agendas and taking detailed minutes.
Ensure strict adherence to confidentiality protocols and regulations, such as HIPAA, when handling sensitive participant health information (PHI).
Assist with the onboarding process for new program staff, volunteers, or interns, providing them with necessary materials and orientation.
Conduct regular inventory checks and order necessary office and program supplies to ensure smooth day-to-day operations.
Support the creation of monthly, quarterly, and annual program reports by gathering data, compiling statistics, and formatting documents for review.
Facilitate communication between the program team and other internal departments such as IT, Finance, and Communications to resolve issues and coordinate activities.
Make travel arrangements for program staff, including booking flights, hotels, and ground transportation for conferences and site visits.
Provide technical support during virtual meetings and webinars, managing participant entry, screen sharing, and recording functionalities.
Follow up with program participants via phone or email to confirm appointments, provide reminders, and collect follow-up information or surveys.
Contribute to grant proposal development and reporting by gathering supporting documentation and compiling required data.
Monitor program timelines and key performance indicators, flagging potential delays or issues for the Program Manager's attention.
Assist in developing and updating standard operating procedures (SOPs) for program administrative and operational tasks.
Liaise with external vendors and consultants, ensuring timely delivery of services and processing of contracts and payments.

Secondary Functions

Support ad-hoc data requests and exploratory data analysis to provide insights for program improvements.
Provide input on improving data collection processes and contribute to discussions on program data management best practices.
Act as a liaison between the program team and other departments, helping to translate program needs into clear, actionable requests for support from IT, finance, or communications.
Assist in tracking program timelines and milestones, participating in regular team check-ins and planning sessions to ensure alignment with project goals.

Required Skills & Competencies

Hard Skills (Technical)

Microsoft Office Suite Mastery: Advanced proficiency in Word, Excel, PowerPoint, and Outlook for creating professional documents, managing data, developing presentations, and organizing communications.
Data Entry and Management: High-speed, accurate typing skills with experience using databases, CRMs (e.g., Salesforce), or EMR/EHR systems for data input and maintenance.
Scheduling & Calendar Management: Expertise in managing complex schedules for multiple team members using tools like Outlook Calendar or Google Calendar.
HIPAA and Confidentiality: Strong working knowledge of HIPAA regulations and best practices for securely handling Protected Health Information (PHI).
Virtual Meeting Platforms: Competence in hosting and providing technical support for meetings on platforms like Zoom, Microsoft Teams, and Webex.
Basic Financial Tracking: Experience with processing invoices, tracking expenses, and assisting with budget monitoring.

Soft Skills

Exceptional Organization & Time Management: A proven ability to juggle multiple priorities, manage deadlines, and maintain order in a fast-paced environment without sacrificing quality.
Meticulous Attention to Detail: A commitment to accuracy and thoroughness in all tasks, from data entry to proofreading communications.
Superior Communication Skills: Excellent written and verbal communication abilities, with the capacity to interact clearly, professionally, and empathetically with diverse stakeholders.
Proactive Problem-Solving: The ability to anticipate challenges, identify issues, and take initiative to find and implement effective solutions independently.
Interpersonal Acumen & Teamwork: A collaborative spirit and strong interpersonal skills to build positive working relationships with colleagues, participants, and external partners.
Adaptability and Flexibility: The capacity to thrive in a dynamic environment and adjust to changing program needs and priorities with a positive attitude.
Resourcefulness: A knack for finding the information and tools needed to get the job done efficiently, even when faced with ambiguity.

Education & Experience

Educational Background

Minimum Education:

Associate's Degree or an equivalent combination of relevant education and professional experience.

Preferred Education:

Bachelor's Degree from an accredited university or college.

Relevant Fields of Study:

Public Health
Health Administration or Healthcare Management
Business Administration
Social Sciences or Human Services

Experience Requirements

Typical Experience Range:

2-4 years of experience in an administrative, project support, or coordinator role.

Preferred:

Previous experience in a healthcare, public health, non-profit, or academic research setting is strongly preferred. Direct experience supporting grant-funded programs and working with diverse or vulnerable populations is highly desirable.