Administrative Assistant – CASHA Project

Description

Join Positive Impact Health Centers !

What Makes Us Different:

• A Competitive Compensation package will be offered to attract outstanding candidates, including 100% medical coverage, competitive pay, and a supportive environment where people can grow and advance.
• Health Insurance: 100% Employer Paid Medical, Dental and Vision benefits
• Paid Time Off: Generous PTO,1 Self Care Day per quarter, 12 paid Company Holidays
• Perks: Parental Leave, Free Parking at our locations, Credit union, Continuing Education Classes, Employee Assistance Program, Tickets Work Program
• Secure Your Future: PIHC is committed to your long-term success, offering a robust 401(k) plan with 5% employer match and automatic enrollment for your convenience.

Positive Impact Health Centers (PIHC) is a community leader in providing HIV prevention, care and treatment services. The PIHC model of care assures that people with HIV have access to medical, pharmacy, dental, behavioral health and social services, providing the best opportunity for patients to achieve high-quality health outcomes.

JOB SUMMARY:
The Office Assistant – CASHA Project provides essential administrative, operational, and project coordination support to the Chief Operating Officer (COO), who also serves as the CASHA Project Director. This dual-function role sits at the intersection of executive office administration and a federally funded HRSA demonstration project, making it one of the most critical support positions within PIHC's operations.

In the operational capacity, the Office Assistant manages the day-to-day administrative functions of the COO’s office, including executive scheduling, correspondence management, document preparation, records management, and logistics coordination across PIHC’s 16 departments. In the project capacity, the Office Assistant provides direct administrative and coordination support to the CASHA project, assisting the Project Director with CBO partner communications, grant documentation, IRB compliance materials, ETAP reporting logistics, meeting coordination with CBOs and project staff, and data tracking support. The role requires a highly organized, detail-oriented, and mission-aligned professional who can operate effectively across both executive support and grant-funded project environments.

Requirements

1. Executive & Administrative Support:

Manage COO calendar, meetings, correspondence, and executive documents; Coordinate meeting logistics (agendas, minutes, materials, virtual platforms); Track action items, deadlines, and leadership follow-ups; Maintain organized filing systems, records, and contact databases.

2. CASHA Project Coordination:

Support project documentation, scheduling, and communications; Maintain project calendar (milestones, reporting deadlines, ETAP timelines); Coordinate meetings with CBO partners and internal teams; Assist with HRSA reporting, grant documentation, and data submissions

3. Document & Records Management:

Maintain contracts, MOUs, and agreements with tracking for renewals; Ensure proper filing, routing, and compliance with approval processes

4. Communications & Partnership Support:

Facilitate communication with CBO partners and stakeholders; Assist with newsletters, updates, and external communications; Coordinate logistics for conferences, trainings, and outreach events 

5. Compliance & Grant Accountability:

Maintain confidentiality (HIPAA, HRSA requirements)Support tracking of project expenses, invoices, and documentation; Assist with audit preparation and grant compliance activities

Knowledge, Skills & Abilities:

• Strong administrative, organizational, and executive support skills
• Excellent written/verbal communication and document preparation
• Proficiency in Microsoft Office and virtual platforms (Zoom/Teams)
• Ability to manage multiple priorities and meet strict deadlines
• Knowledge of HIPAA, confidentiality standards, and grant compliance preferred
• Experience working with diverse and under-served populations preferred
• Strong problem-solving skills and ability to work independently and collaboratively

Requirements:

• Associate’s degree required; Bachelor’s preferred (Business, Public Health, Healthcare Admin, or related field)Minimum 2 years of administrative or executive support experience
• Healthcare, nonprofit, or grant-funded ex