Job Title : Health Promotion Administrative Assistant (50-100% FTE)

Reports to : Deputy Director

Position Summary : The Health Promotion Administrative Assistant plays a vital role in the behind-the-scenes operations of the Wisconsin Institute for Healthy Aging (WIHA). Under the direction of the Deputy Director, this position manages program trainings from initiation through completion and provides administrative support to a passionate team dedicated to WIHA’s mission of spreading evidence-based health promotion programs and practices throughout Wisconsin and beyond. This highly detail-oriented role requires exceptional organizational skills, accuracy, and follow-through to ensure smooth coordination of trainings and effective support of internal operations.

Position Responsibilities :

1. Support facilitator training management: coordinate all WIHA program facilitator and master trainings.

• Implement training/event planning logistics.
• Assess incoming facilitator applications.
• Provide assistance in preparing applicants for training.
• Prepare and distribute training materials.
• Manage post-training tasks.
• Manage fidelity coaching coordination.

2. Assist Deputy Director with database management.

• Utilize database to enter workshop, program provider, and facilitator information and perform necessary follow up.
• Work with Program Leads to maintain fidelity coaching records and scheduling.
• Track and follow up on post-workshop survey data.
• Enter participant data and produce data queries to analyze data.

3. Provides general administration to support WIHA and staff.

• Works with program leads to provide technical assistance to network of program providers and facilitators on program logistics and implementation.
• Support WIHA staff in development of communications and program materials for website, social media, and more.
• Manage office supply inventory and order supplies.
• Check incoming mail and deliver to appropriate staff.
• Serves as backup to Deputy Director for website approvals or changes.
• Assist in creating new forms, surveys, and applications.
• Provide administrative support for special projects and grants.
• Other duties as assigned.

Experience Required :

• At least one year of office experience
• Highly organized and detail-oriented with demonstrated ability to manage multiple projects simultaneously
• Proficiency with Microsoft Office Suite (Comfort with using Microsoft excel formulas, sorting data, and more)
• General knowledge of virtual meeting platforms such as Zoom

Preferred :

• Experience working in a nonprofit
• Knowledge of public health and the needs of special populations
• Experience with database utilization
• Marketing and communication experience and/or graphic design experience

Minimum Education Required :

• High School Diploma with Associate’s degree preferred

Licenses of Certifications :

Required :

• A valid Wisconsin driver’s license

Level of Supervision :

• Reports to the Deputy Director. This position requires a highly organized, motivated, self-starter. This position works independently with regular team and supervisor check-ins.

Work with Others

• This position provides support and works closely with other members of the WIHA team. Collaborative skills, as well as the ability to work independently, are a must. In addition, this position serves as one point of contact for the organization’s network of program providers and facilitators and is expected to provide timely assistance and communicate effectively.

Location of Work

• This is a hybrid position with varying needs for in-office work. Need increases for training, depending on facilitator training schedule, and dependent on other upcoming program needs. In general, the position will be composed of 30% in office and 70% remote work. The position’s main office will be located in Madison, WI.

Salary

• This position has a starting salary of $41,000 annually.