Overview:
Applicants must be City of Newark, NJ residents.
The Administrative Assistant provides logistical and administrative support to the Program Specialist and the Newark EMA HIV Health Services Planning Council to ensure the effective implementation of Planning Council activities and compliance with the requirements of the Ryan White HIV/AIDS Treatment Extension Act. Working closely with the Program Specialist, the Administrative Assistant helps facilitate day-to-day operations, supports the coordination of meetings and committee activities, maintains organizational systems and records, and assists in ensuring that Planning Council responsibilities, deliverables, and timelines are completed efficiently and professionally.
Key Responsibilities:
Meeting and Event Coordination: Coordinate Planning Council and committee meetings, including scheduling, meeting invitations, virtual meeting platforms, and distribution of meeting materials. Support conferences, trainings, and special events as directed.
Meeting Materials and Documentation: Prepare meeting summaries and distribute agendas, meeting packets, reports, attendance records, and other resources required for Planning Council activities.
Administrative Support: Provides direct support to the Program Specialist, monitors the work calendar for Planning Council deliverables, manages all correspondence, provides necessary support for projects, updates Planning Council directories, website, and resources, other duties as needed.
Reporting and Scheduling: Monitor timelines and facilitate schedules for reports, deliverables, and Planning Council activities.
Communications Support: Respond to routine inquiries and assist with communications among the Planning Council.
Planning Council Operations Support: Assist in maintaining records and documentation required for Planning Council activities and federal reporting requirements. Support needs assessments, comprehensive planning activities, and other Planning Council initiatives by coordinating logistics and materials.
Preferred Qualifications and Skills:
Strong organizational, administrative, and time-management skills.
Excellent written and verbal communication abilities.
Proficiency with Microsoft Office Suite, virtual meeting platforms, and standard office technologies.
Experience coordinating meetings, schedules, and travel arrangements.
Ability to manage multiple priorities and meet deadlines in a fast-paced environment.
Attention to detail and strong record-keeping skills.
Experience working with nonprofit organizations, advisory bodies, public health programs, or government-funded initiatives is preferred.
Ability to work independently while supporting a collaborative team environment.
Pay: $23.25 per hour
Benefits:
- Employee assistance program
- Paid time off
Work Location: In person
