Program Support Coordinator

Who Are We

The Colorado Health Foundation

• Collective Leadership Initiative

The Collective Leadership Initiative (CLI) is a series of community-based leadership development programs provided by the Center for Creative Leadership (CCL) and sponsored by The Colorado Health Foundation (TCHF). The intent of the initiative is to prepare individuals to be collaborative, systems-change leaders, working together to tackle issues related to health equity across the state.

The mission of the CLI is to:

Strengthen individual, organizational and network capacity to improve health and increase health equity, so that people and institutions are equipped to address health inequities and work together to solve health challenges. Health equity exists when "there are no unnecessary, avoidable, unfair, unjust, or systemically-caused differences in health status" across communities in Colorado.

The program is structured into four (4) unique programs, all of which are focused on building capacity across systems and communities in Colorado to advance health equity. The process within each of these journeys will consist of cultivating diverse, adaptive leaders who prioritize health, exercise influence and work across boundaries to strengthen community connections and action.

WomenLift Health

• Women's Leadership Journey

WomenLift Health is committed to changing the face of global health leadership by expanding the power and influence of talented women in global health and catalyzing systemic change to achieve gender equality in leadership. The primary goal of WomenLift Health, in partnership with the Center for Creative Leadership and other learning organizations, is to create a network of talented women leaders around the world beginning with cohorts in India, East Africa, the U.S. and Canada, and provide them with a safe space for independent and collaborative learning to deepen and elevate their leadership impact.

The Leadership Journey is multi-phased, 12-month learning experience that provides talented women leaders with the insights needed to make purposeful choices to expand their individual impact in the field of global health. The program is delivered partially in-person, and partially via LiveOnline sessions, and is a highly interactive program that is designed to have immediate and practical application to strengthen the will and capacity to navigate strategic challenges in global health. The journey is a candid, exploratory, and results-driven experience that tackles provocative and timely issues facing high-potential leaders who are ready to expand their leadership impact.

Job Summary

We are seeking a service-oriented individual with an eye for detail and quality, who has a "people-first" approach to getting things done. This position reports to the Program Director and works closely with members of the account team to complete the administrative and coordination activities involved with running each of the two programs, to ensure that process for securing and utilizing program resources is seamless between functions. In the process, this position serves as a liaison between promotion & outreach, design, operations, and delivery teams to interpret, process, and secure requested components for program engagements. When programs are in-session, work will be performed in-person, on-site. Outside of sessions, work will be performed on campus in Colorado Springs, CO or Greensboro, NC.

Primary duties for this position include:

• Maintains in-depth knowledge and awareness of operational processes and needs for securing client engagement deliveries for both programs. Stays current with and adheres to operational policies and procedures, with the ability to lead and contribute to process improvement and efficiency.

• Works collaboratively to review, understand, and anticipate the resource needs (people, materials, facilities, supplies, equipment, etc.) for upcoming program events, which include large gatherings for annual ceremonies, alumni events, health equity conferences, and classroom sessions. Sets and manages expectations for appropriate internal stakeholders.

• In partnership with other team members, identify venues and event spaces for upcoming program sessions and events. Supports checking our hotel partner availability resources. Visits spaces as needed and helps determine viability for program use.

• Acts as a liaison between stakeholders to tentatively check and hold resourcing for all phases of the project (people, facilities, hotels) while ensuring responses are clear and on time.

• Builds trust with internal partners by proactively communicating and driving alignment among stakeholders in different functions.

• Works closely with the Program Director to produce necessary participant/attendee materials for the programs, including slides, staff schedules, program descriptions, workbooks, and other collateral.

• Ascertains the source and/or supplier of the needed resources and initiates the process and schedule that is needed for securing the resources in time for delivery of the event. Proactively pursues alternate availability solutions when resources are limited or unavailable.

• Performs data entry for resource tracking in designated technology platforms.

• Conducts follow-up with resource holders/suppliers through ongoing communications to ensure timely delivery, in accordance with the project plan.

• In partnership with other team members, develops a communications plan for upcoming events, along with necessary messaging. This includes instructions, reminders, promotions and updates, full information packets, and other necessary communications. Determines which communications platform is most appropriate for each of the intended audiences (Teams post, e-mail, Google Hub, Website, LinkedIn, other Social Media, etc.).

• Writes and disseminates promotional information about upcoming events according to the communications plan. This includes posts on our program website and social media platforms, and working closely with the client and internal marketing/communications staff to assure a streamlined and cohesive approach to promoting the program.

• Monitors the progress of materials development to ensure all materials are produced within the established timeframe. Performs a quality check on all materials prior to final production to ensure proper branding, citing, spelling and grammar, and other contextualization factors are correct.

• Assembles and packages all program materials prior to a program event. When necessary, arranges for shipping, and closely monitors the package(s) through to successful delivery. As needed, coordinates shipping program supplies and materials between CCL campuses in Colorado and North Carolina, along with materials directly to attendees.

• In partnership with the Program Manager, coordinates delivery team briefings prior to program events or session deliveries, and ensures all team members have their necessary information packets ahead of the briefing.

• For in-person program sessions and events, ensures venues and classroom spaces are fully prepared for the program prior to delivery. This includes physically arranging the space and setting out program materials (which often change day-by-day); ensuring facilities are ready and prepared for participants, including individual accommodations; verifying transportation and food service; testing audio/video and technology components; and overall, ensuring the aesthetic of the space, as well as the functionality, are optimized for high engagement. At the end of the day, reset the space or classroom, set out materials for the next day as appropriate, and close the space or classroom according to protocols.

• During program sessions or events, provides support to facilitators and collects artifacts:

o Facilitation support includes passing out materials to participants throughout the day as appropriate; arranging sessions with photographer and/or videographer; setting up experiential activity supplies; hanging flip charts throughout the day; and rearranging the space or classroom as necessary.

o Artifacts include candid photos of people engaging, photos/screenshots of flip charts, and notes pertaining to key questions and moments during the session. Stores all electronic and physical artifacts in designated locations. This responsibility is similar for virtual sessions; same tasks, but adapted for the virtual space.

• In virtual program sessions, via Zoom, Teams, or other online platform, logs in to the session at least 15 minutes prior to delivery and ensures the virtual space is prepared for the facilitator and attendees. This includes testing the necessary functionality for the program (e.g. annotation, music, polls, external video or other link, messaging, etc.), and reviewing any last-minute details with the facilitator(s).

• In partnership with the Program Manager, coordinates program debriefings and captures notes and key action items. Disseminates the pertinent action items to appropriate functional teams (facilities, design, facilitation, operations, etc.) and maintains a tracking log as action items are completed.

• Assists and supports account teams by providing administrative and technical support, compiling and evaluating data, preparing documentation, coordinating schedules and arranging meetings, tracking project status, and coordinating assigned activities with other internal staff, departments, and third-parties.

Conditions of Employment

• Current residency within a commutable distance of Colorado Springs, CO, as a significant amount of duties are performed on campus. Additionally, a key priority of this program is that it is place-based and locally sourced. It is required that the incumbent reside in the location where the work is performed.

• This position is grant-funded, which means it is time-limited and contingent upon sufficient funding. The grant dictates the funding for the role, as well as the nature and responsibilities of the role, the compensation, and the time commitment (full-time/part-time). As such, candidates must be willing to:

o accept an annual term limit, acknowledging there is no guarantee of an extension;

o accept a starting hourly pay rate within the range established by the grant budget; and

o acknowledge and accept that the position responsibilities, time commitment, and compensation may shift for the next grant period.

• Must possess and maintain a valid driver's license and be willing and able to independently travel to various regions across Colorado, and to Greensboro, NC, with overnight stays between 3-7 days, as needed to conduct essential program activities. Note: travel expenses are provided or reimbursed by the program.

• Must be willing to submit to and able to successfully pass a criminal background check.

• Must be willing to submit to and able to successfully pass a drug screen.

Required Qualifications

• Bachelor's degree from an accredited college or university in Business Administration, Business Management, Non-Profit Administration, Public Health Administration, or closely related); OR four (4) years of progressively responsible experience in a program administration role, which must have included providing direct customer service and working in information systems; or other closely related role.

• Minimum of two (2) years experience as a program coordinator or in a similar administrative role, which must have included event planning and administration.

• The Foundation centers communities of color, and people with less power, privilege and income in our work to advance health equity. Hence, we strongly encourage applications from people who identify deeply with or are members of underrepresented communities.

• Demonstrated experience practicing behaviors aligned with Equity, Diversity and Inclusion practices, including a high degree of cultural intelligence and sensitivity.

• Demonstrated sensitivity toward and awareness of the potential challenges that exist for participants, who are members of historically underrepresented, marginalized, and underestimated groups.

• Thorough understanding of how to promote an event or program using web and social media channels, including targeting specific regions and organizations, and groups; writing copy and using graphics; monitoring responses; and changing course in real-time as needed.

• Demonstrated expertise with Microsoft Office 365 suite (Word, Excel, Outlook, Teams, OneDrive, OneNote, SharePoint), social media platforms (LinkedIn, Instagram, Facebook, WhatsApp, etc.), and other cloud-based platforms designed for team collaboration and communications.

• Willingness and ability to learn CCL technology platforms required to administer project activities and manage program information, as well as communications platforms as necessary (Google applications, website and social media platforms, chat platforms, etc.).

• Excellent interpersonal and communications skills for working across a variety of internal and external stakeholder groups. Willingness and ability to partner closely with the whole client team, including internal CCL colleagues, and client partners, as necessary.

• Exceptional writing ability and experience developing clear and kind messages for a variety of audiences.

• Must be creative & resourceful; able to work with complexity and initiate innovative ideas when faced with challenges.

• Must be detail-oriented, highly organized, and be able to manage multiple, competing priorities.

• Must be learning-agile and have a strong desire to hone skills: aware of strengths and development needs, intentional about growth and development, and willing to receive mentoring and feedback.

Preferred Qualifications

• Prior or current work experience related to leadership development.

• Prior completion of a CCL community leadership program

• Prior or current experience working with audiences who identify as women, BIPOC, Immigrant, and/or LGBTQIA+.

• Spanish language proficiency (verbal and written).

Pay and Benefits

• This position offers a flexible hybrid work arrangement and requires candidates to be based within a commutable distance to our US campus located in Colorado Springs, Colorado.

• The hiring range for this role is $20.00 to $24.00/hr. Offer will be commensurate with relevant qualifications and professional experience.

• 403(b) Savings Plan with employer contribution

• Medical insurance

• Telemedicine

• Dental insurance

• Vision insurance

• Health savings and flexible spending accounts

• Paid time off and paid holidays

• Employer-paid short-term and long-term disability

• Employer-paid life insurance

• Employee and family assistance program

• Various voluntary options for additional plans or coverage levels