Program Logistics Specialist

JOB SUMMARY:

Provides administrative, program and/or event support as part of continuing education, public health and healthcare initiatives at MAHEC. The role includes project management support, planning activities, program logistics and data collection. Works with interdisciplinary team and collaborative community partners to improve the health and wellness outcomes.

SPECIFIC RESPONSIBILITIES:

• Coordinates continuing education, program/project planning, implementation and close out activities

• Provides program/project meeting support including agenda, minutes, action item and communication with participants

• Serves as liaison to external partners for administrative support and/or logistical coordination of special programming/projects

• Professionally communicates by email, phone and face to face

• Coordinates travel arrangements for speakers (hotel, ground transportation, etc.) and processes honoraria and expense requests

• Schedules faculty meetings and trainings and ensures all key program details are included in the event record

• In consultation monitors approved program/event budget

• Prepares statistical, fiscal and programmatic reports

• Coordinates program/project marketing and communications

• Provides support the day of the program/project and on occasion providing evening/weekend coverage as needed

• Creates and maintains files for specific discipline programming and prepares accreditation/credit applications

• Set up, operate, and maintain portable equipment used at off-site programs

• Provide technical and scheduling support for videoconferencing, webinars, and distance-eLearning classes

• Orient speakers/presenters to presentation requirements, technology/equipment and provide direct support before, during and after programs

• Coordinates schedules for nonclinical faculty activities

• Project Management including use of Smartsheet for project implementation, content and presentation proofing, online programming and virtual platforms management and communication/marketing preparation.

• Participates in cross training with other team members and other work teams in the division, providing support as needed

This role description is a general description of the essential job functions. It is not intended to describe all the duties the Program Logistics Specialist may perform.

KEY COMPETENCIES:

• Communication Skills

Effectively and respectably communicate with other individuals, whether it be a colleague, patient, or patient's family member and appropriately enumerate information in a manner easily understood by all parties. We do this to foster a culture of understanding between all parties, especially in complex and difficult situations, to ultimately provide the best care possible to our patients and their families.

• Decision Making

Ability to make the most appropriate decision in a given situation and then taking the next steps to ensure appropriate and timely completion. This requires conflict resolution skills, critical thinking skills, confidence in your ability to make the right decision in most situations. This also includes ability to prioritize your workday appropriately to ensure the most important tasks are completed on time.

• HealthCare Knowledge

Having the drive to keep yourself abreast and up to date on the new breakthroughs in your area of expertise and communicating them to the rest of the team, as appropriate. This also includes keeping up with your licensure and yearly training requirements within your area expertise along with MAHEC's organizational training. Finally, the ability to apply the depth of knowledge maintained and gained through this process in real life scenarios as appropriate.

• Interpersonal Skills

Showing the ability to meet difficult situations with grace, professionalism, and understanding. Within your area of expertise, showing respect and showing empathy where appropriate with your colleagues, patients, and their family at all times, even when its most difficult to do so. This is done, in part, by effective listening, being your authentic self, showing responsibility and dependability, and being patient with others.

• Organizational Values

Adherence to MAHEC's founding principles and incorporating them every day. This includes, among others, having integrity and accountability, reverence for other cultures and equitable practices, ability to manage change, and displaying a clear understanding of organizational dynamics. Doing these things creates a culture where people want to do the best for each other and gives personal ownership towards the goal of helping people in their time of need.

• Problem Solving

Having an analytical mind and ability to work autonomously to solve complex problems that may arise. The wherewithal to think logically through a difficult problem and come to an appropriate resolution for a given issue. This helps to drive continuous improvement by thinking through where we can improve in a novel way. Measures success by understanding where we are currently and where we want to go and then applying those new ideas to affect positive change.

SPECIFIED SKILLS

• COMPUTER

• Proficiency in Microsoft applications and database applications required

• Project Management Software experience

• Proficiency in ZOOM, WebEx and other virtual platforms required

• Ability to learn new software applications

• Experience with audio visual (A/V) equipment required; experience with educational technology preferred

• FOREIGN LANGUAGE

• Not Applicable.

PHYSICAL DEMANDS

• Not Applicable.

SUPERVISORY RESPONSIBILITIES:

• Not Applicable.

EDUCATION AND EXPERIENCE

• MINIMUM QUALIFICATIONS: High School/GED and at least three (3) years administrative experience in adult education, event planning, or other relevant work. Associates degree in business, office administration, or other relevant studies preferred.
• PREFERRED QUALIFICATIONS:

REQUIRED LICENSES:

• Not Applicable.

SCHEDULE:

Regular attendance on-site is an essential function of this position. Typical business hours are Monday - Friday, 8:00 am to 5:00 pm (or flexed to best meet the needs of the clients and/or the Division); 40 hours per workweek; weekend, holiday, or evening coverage is occasionally required. Work hours will need to be flexible in order to respond to special work assignments, or evening activities, as requested by the team leader.

POSITION COMPENSATION:

$20.43/hour

At MAHEC, we strive to equip all team members with Total Rewards (pay + benefits) to honor their service, support their health, manage their financial security, build their career, and thrive.

All MAHEC employees and learners will be required to receive the Flu vaccine or have an approved exemption.

MAHEC Talent Management is located at 121 Hendersonville Road, Asheville, NC 28803. Equal Opportunity Employer. Black, Indigenous, People of Color and Spanish/English bilingual persons are strongly encouraged to apply. With this in mind, studies show that women, gender diverse, and BIPOC candidates are less likely to apply unless they meet all of the qualifications listed in the job description.

If you are interested in this role, and you have related experience and qualifications, we encourage you to apply or reach out to AskTalent@mahec.net for support in your job search process. You could be the talent we are seeking for this or other opportunities.