Administrative Assistant, HIV Community Support & Development Program (grant-funded) - Vorhees, NJ (Hybrid)

Job Details

Provides comprehensive administrative and programmatic support to grant-funded initiatives within Jefferson Health’s East Region, including HIV Planning Group (HPG), Technical Assistance and Capacity Development (TACD), and Quality Improvement Collaborative (QIC) programs. This role supports coordination of day-to-day operations, scheduling, reporting, and communication efforts to ensure alignment with NJ DOH DSSUS requirements and program goals. The position requires strong organizational skills, attention to detail, and the ability to support both internal teams and community-facing activities.

Job Description

Summary
Provides comprehensive administrative and programmatic support to grant-funded initiatives within Jefferson Health’s East Region, including HIV Planning Group (HPG), Technical Assistance and Capacity Development (TACD), and Quality Improvement Collaborative (QIC) programs. This role supports coordination of day-to-day operations, scheduling, reporting, and communication efforts to ensure alignment with NJ DOH DSSUS requirements and program goals. The position requires strong organizational skills, attention to detail, and the ability to support both internal teams and community-facing activities.

Job Duties

• Interacts with co-workers, visitors, and other staff consistent with the values of Jefferson.(Do not delete, move or over-write this statement).
• Supports coordination of NJ DOH DSSUS-funded programs (HPG, TACD, QIC), including tracking deliverables, maintaining documentation, and assisting with reporting requirements in alignment with grant guidelines.
• Coordinates internal and external meetings related to HIV prevention, care, treatment and education, including documenting key action items and tracking follow-up.
• Assists in preparation of program materials, reports, and communications supporting community outreach, HIV service stakeholder education, and quality improvement activities.
• Answers incoming calls, greets visitors and guests, directing them as appropriate.
• Screen incoming communications; take and deliver accurate messages; respond to requests by gathering and providing information and referring non-routine calls to the appropriate staff. 
•  Schedule appointments and coordinate arrangements for meetings and conferences.

Minimum Qualifications

• High School Diploma/GED
• Effective Communication – Understanding of effective communication concepts, tools and techniques, ability to effectively transmit, receive, and accurately interpret ideas, information, and needs through the application of appropriate communication behaviors.
• Interpersonal Relationships – Knowledge of the techniques and the ability to work with a variety of individuals and groups in a constructive and collaborative manner. 
• Service Excellence – Knowledge of customer service concepts and techniques, ability to meet or exceed customer needs and expectations and provide excellent service in a direct or indirect manner. 
• Flexibility and Adaptability – Knowledge of successful approaches, tools, and techniques for dealing with changes and adapting to a changing environment, ability to adapt as needed. 
• Managing Multiple Priorities – Ability to manage multiple concurrent objectives, projects, groups, or activities, making effective judgments as to prioritizing and time allocation. 
• Accuracy and Attention to Detail – Understanding of the necessity and value of accuracy and attention to detail, ability to process information with high levels of accuracy. 
• Calendaring – Knowledge of and ability to use office electronic calendaring software and capabilities. 
• Problem Solving – Knowledge of approaches, tools, techniques for recognizing, anticipating, and resolving organizational, operational or process problems, ability to apply this knowledge appropriately to diverse situations. 

Preferred Qualifications

• High School Diploma Required; Bachelor’s Degree preferred.
• Two years of experience in administrative role preferred. 

Physical Demands
Lift and carry 25 lbs. frequent sitting/standing, frequent keyboard use.

Job Description Disclaimer: This position description provides the major duties/responsibilities, requirements and working conditions for the position. It is intended to be an accurate reflection of the current position, however management reserves the right to revise or change as necessary to meet organizational needs. Other responsibilities may be assigned when circumstances require.

Salary Range

The actual hiring rate will be determined based on candidate experience, skills and qualifications. This position is not eligib