HealthySteps Administrative Assistant

Description

JOB SUMMARY 

The HealthySteps Administrative Assistant provides comprehensive administrative, logistical, and coordination support to ensure the efficient and compliant operation of the HealthySteps program. This role supports program leadership and staff by managing documentation, scheduling, purchasing processes, memberships, compliance tracking, and logistical coordination for meetings and outreach activities. 

This position plays a critical enabling role by supporting internal operations and providing logistical support for outreach and community engagement activities. The Administrative Assistant may represent the HealthySteps program and PCCT at designated outreach events, particularly those connected to clinic-based outreach efforts, using approved messaging and materials. 

PRIMARY RESPONSIBILITIES

Administrative & Operational Support

• Provide administrative support to the HealthySteps Director and Program Manager, including scheduling, calendar coordination, correspondence, and meeting preparation. 
• Prepare agendas, take meeting notes, and distribute summaries or follow-up documentation as requested. 
• Coordinate logistics for program meetings, including room reservations, A/V setup, materials preparation, and attendance tracking. 
• Support onboarding and offboarding logistics for new HealthySteps staff, including documentation coordination, scheduling, and system access requests.

Fiscal, Purchasing & Compliance Coordination

• Coordinate agreements, purchasing and vendor-related processes, including collection of W-9s, insurance certificates, purchase orders, and invoice processing. 
• Track and maintain records related to program supplies, materials, and inventory. 
• Assist with budget support tasks such as compiling expense documentation, tracking spending against budget categories, and preparing materials for leadership review. 
• Maintain organized records related to program compliance, certifications, audits, and national reporting requirements. 
• Track deadlines, renewals, and required documentation to support national HealthySteps and agency compliance. 

Memberships, Endorsements & Professional Development Coordination 

• Manage administrative processes related to professional memberships, endorsements, certifications, and continuing education for HealthySteps staff. 
• Coordinate registrations, enrollments, and renewals with organizations such as ZERO TO THREE, National HealthySteps, and OK-AIMH. 
• Maintain accurate records of staff certifications, endorsements, and professional development activities. 
• Serve as the administrative point of contact for professional development logistics and documentation. 

Outreach, Event & Clinic-Based Representation  

• Provide logistical and administrative support for HealthySteps outreach and community engagement activities. 
• Coordinate materials, supplies, promotional items, and vendor support for outreach events, clinic events, and lunch-and-learn sessions. 
• Represent the HealthySteps program and PCCT at designated outreach events, particularly those associated with clinic sites, using approved messaging and materials. 
• Share information about HealthySteps services and community resources with families and partners at outreach events. 
• Support clinic partners’ outreach efforts through preparation, attendance, and follow-up coordination. 
• Refer partnership inquiries, media requests, or strategic conversations to the HealthySteps Director or Program Manager as appropriate. 
• Assist with the distribution of outreach materials, newsletters, and informational resources in coordination with leadership. 

Other Responsibilities 

• Uphold PCCT’s values of compassion, integrity & transparency, collaboration & respect, learning & adaptability, and excellence. 
• Perform other administrative or support duties as assigned to ensure the effective functioning of the HealthySteps program. 

Requirements

REQUIRED QUALIFICATIONS

• Minimum of 5 years of experience providing administrative, operational, or program support in a nonprofit, healthcare, or human services environment. 
• Strong organizational skills with the ability to manage multiple priorities and deadlines. 
• Excellent written and verbal communication skills. 
• High level of attention to detail and follow-through. 
• Proficiency in Microsoft Office applications, including Outlook, Word, Excel, PowerPoint, Teams, SharePoint, and OneDrive. 

PREFERRED QUALIFICATIONS 

• Experience supporting early childhood, healthcare, or prevention-focused programs. 
• Familiarity with data tracking systems, compliance documentation, or professional credentialing processes. 
• Experience supporting events, training, or community-based activities in a logistical capacity. 

CORE COMPETENCIES

• Administrative excellence and reliability 
• Organization and time management 
• Professional discretion and confidentiality 
• Clear communication and responsiveness 
• Team-oriented and service-minded approach