GMHC
Overview
Program Assistant (ACRIA) at GMHC — Full-time The Program Assistant provides administrative, logistical, marketing, and data management support for GMHC’s ACRIA and Prevention programs. This role helps ensure efficient operations, accurate reporting, and effective community engagement. The Program Assistant supports program staff with scheduling, outreach coordination, material and incentive management, and virtual and in-person logistics. By maintaining organized systems, facilitating outreach strategies, and assisting with data tracking and reporting, the Program Assistant helps GMHC’s ACRIA Centers advance HIV prevention, education, and health equity for diverse communities across New York City.
Responsibilities
Administrative & Schedule Support
Schedule and coordinate meetings, trainings, and outreach activities.
Prepare agendas, record minutes, and maintain organized digital and physical files.
Manage calendars and provide scheduling support for supervisors and program staff.
Track departmental supply needs; process orders, invoices, and reimbursements.
Event & Outreach Coordination
Provide logistical support for HIV/STI testing events, PrEP/PEP referrals, harm reduction distribution, and related prevention services.
Assist in planning and staffing community forums, health fairs, and prevention campaigns.
Attend community events and tabling opportunities to support GMHC’s visibility and outreach.
Support implementation of outreach and engagement strategies for LGBTQ+ individuals, people of color, youth, older adults, and people living with HIV.
Participate in contracted and grant-funded events throughout NYC.
Program Support & Materials Management
Maintain inventory of program supplies and incentives (e.g., gift cards, Metro Cards), ensuring accurate reconciliation.
Organize and manage outreach closets and materials for program staff.
Provide logistical and administrative support for trainings, group activities, and community-based events.
Assist with special projects and other program-related duties as assigned.
Marketing & Communications
Assist in creating promotional materials including flyers, email blasts, and social media content.
Manage registration for program trainings, webinars, and community activities.
Provide technical support for webinars and troubleshoot issues for attendees.
Data Management & Reporting
Collect, enter, and maintain accurate program data in internal and external systems (e.g., AIRS, TREAT, Awards, SurveyMonkey, JotForm).
Generate routing reports on outreach, engagement, and service delivery metrics.
Support quality assurance and data cleaning processes to ensure compliance with funder requirements.
Requirements
Special Skills and Knowledge
Required
Strong organizational and time management skills with keen attention to detail.
Demonstrated ability to work independently and collaboratively in a fast-paced environment.
Excellent communication and active listening skills, with the ability to interact professionally and effectively in writing and verbally.
Experience working with vulnerable populations, including individuals with HIV/AIDS, substance use disorders, and mental health challenges.
Ability to work effectively within an interdisciplinary team.
Commitment to carrying out responsibilities from a place of empathy, respect, and understanding.
Preferred
Experience using online engagement tools (Zoom, webinar platforms) and basic marketing tools for outreach.
Background working with nonprofit settings or on behalf of LGBTQ+ communities and/or people living with HIV.
Familiarity with community-based outreach, harm reduction, and HIV prevention services.
Experience working with historically marginalized communities in a professional or volunteer capacity.
Bilingual (English/Spanish) skills.
Education and Certification
Associate or bachelor’s degree in Public Health, Human Services, Social Science, business administration, or related field preferred.
Equivalent combination of education and relevant work experience may be considered.
Minimum of two (2) to three (3) years of relevant administrative experience in a nonprofit, program coordination, or similar administrative role.
Technical Skills
Microsoft Excel
Creating and managing spreadsheets to track event participation.
Using formulas, pivot tables, and data validation to ensure accuracy in documentation.
Organizing and tracking outreach metrics and program deliverables.
Microsoft Office Suite
Outlook: email communication, scheduling, and coordination with clients and partners.
Word: drafting meeting minutes, official correspondence, and program documents.
PowerPoint: preparing presentations for community partners and trainings.
Data Tracking Systems
Familiarity with AIRS, TREAT, AWARDS, SurveyMonkey, JotForm, or other funder-required databases.
Data entry and management to ensure contract deliverables are accurately recorded.
Virtual Engagement Tools
Zoom and webinar platforms for hosting, participant troubleshooting, and live event support.
Marketing & Communication Tools
Flyer and email blast creation, listserv management, and basic social media coordination.
Documentation & Compliance
Entering service data accurately and on time in alignment with contract and funder requirements.
Maintaining confidentiality and compliance with HIPAA and data privacy standards.
Work Environment & Schedule
This is a hybrid position requiring a mix of in-office duties, community outreach, and remote work.
Occasional evenings and weekends may be required for outreach and community engagement.
Participation in the annual AIDS Walk New York event is expected for all GMHC staff.
Physical Demands
Travel throughout NYC to attend events and forums; use public transportation as needed.
Combination of sedentary work and active event participation; occasional lifting up to 20 pounds.
Extended sitting for computer-based tasks, with standing/walking during events.
Frequent verbal and written communication with clients and partners.
Accurate data entry and note-taking with attention to detail.
GMHC is an inclusive, racially and gender-diverse workplace committed to equity and social justice.
Salary Description: $55,000 per year (DOE)
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Program Assistant (ACRIA) at GMHC — Full-time The Program Assistant provides administrative, logistical, marketing, and data management support for GMHC’s ACRIA and Prevention programs. This role helps ensure efficient operations, accurate reporting, and effective community engagement. The Program Assistant supports program staff with scheduling, outreach coordination, material and incentive management, and virtual and in-person logistics. By maintaining organized systems, facilitating outreach strategies, and assisting with data tracking and reporting, the Program Assistant helps GMHC’s ACRIA Centers advance HIV prevention, education, and health equity for diverse communities across New York City.
Responsibilities
Administrative & Schedule Support
Schedule and coordinate meetings, trainings, and outreach activities.
Prepare agendas, record minutes, and maintain organized digital and physical files.
Manage calendars and provide scheduling support for supervisors and program staff.
Track departmental supply needs; process orders, invoices, and reimbursements.
Event & Outreach Coordination
Provide logistical support for HIV/STI testing events, PrEP/PEP referrals, harm reduction distribution, and related prevention services.
Assist in planning and staffing community forums, health fairs, and prevention campaigns.
Attend community events and tabling opportunities to support GMHC’s visibility and outreach.
Support implementation of outreach and engagement strategies for LGBTQ+ individuals, people of color, youth, older adults, and people living with HIV.
Participate in contracted and grant-funded events throughout NYC.
Program Support & Materials Management
Maintain inventory of program supplies and incentives (e.g., gift cards, Metro Cards), ensuring accurate reconciliation.
Organize and manage outreach closets and materials for program staff.
Provide logistical and administrative support for trainings, group activities, and community-based events.
Assist with special projects and other program-related duties as assigned.
Marketing & Communications
Assist in creating promotional materials including flyers, email blasts, and social media content.
Manage registration for program trainings, webinars, and community activities.
Provide technical support for webinars and troubleshoot issues for attendees.
Data Management & Reporting
Collect, enter, and maintain accurate program data in internal and external systems (e.g., AIRS, TREAT, Awards, SurveyMonkey, JotForm).
Generate routing reports on outreach, engagement, and service delivery metrics.
Support quality assurance and data cleaning processes to ensure compliance with funder requirements.
Requirements
Special Skills and Knowledge
Required
Strong organizational and time management skills with keen attention to detail.
Demonstrated ability to work independently and collaboratively in a fast-paced environment.
Excellent communication and active listening skills, with the ability to interact professionally and effectively in writing and verbally.
Experience working with vulnerable populations, including individuals with HIV/AIDS, substance use disorders, and mental health challenges.
Ability to work effectively within an interdisciplinary team.
Commitment to carrying out responsibilities from a place of empathy, respect, and understanding.
Preferred
Experience using online engagement tools (Zoom, webinar platforms) and basic marketing tools for outreach.
Background working with nonprofit settings or on behalf of LGBTQ+ communities and/or people living with HIV.
Familiarity with community-based outreach, harm reduction, and HIV prevention services.
Experience working with historically marginalized communities in a professional or volunteer capacity.
Bilingual (English/Spanish) skills.
Education and Certification
Associate or bachelor’s degree in Public Health, Human Services, Social Science, business administration, or related field preferred.
Equivalent combination of education and relevant work experience may be considered.
Minimum of two (2) to three (3) years of relevant administrative experience in a nonprofit, program coordination, or similar administrative role.
Technical Skills
Microsoft Excel
Creating and managing spreadsheets to track event participation.
Using formulas, pivot tables, and data validation to ensure accuracy in documentation.
Organizing and tracking outreach metrics and program deliverables.
Microsoft Office Suite
Outlook: email communication, scheduling, and coordination with clients and partners.
Word: drafting meeting minutes, official correspondence, and program documents.
PowerPoint: preparing presentations for community partners and trainings.
Data Tracking Systems
Familiarity with AIRS, TREAT, AWARDS, SurveyMonkey, JotForm, or other funder-required databases.
Data entry and management to ensure contract deliverables are accurately recorded.
Virtual Engagement Tools
Zoom and webinar platforms for hosting, participant troubleshooting, and live event support.
Marketing & Communication Tools
Flyer and email blast creation, listserv management, and basic social media coordination.
Documentation & Compliance
Entering service data accurately and on time in alignment with contract and funder requirements.
Maintaining confidentiality and compliance with HIPAA and data privacy standards.
Work Environment & Schedule
This is a hybrid position requiring a mix of in-office duties, community outreach, and remote work.
Occasional evenings and weekends may be required for outreach and community engagement.
Participation in the annual AIDS Walk New York event is expected for all GMHC staff.
Physical Demands
Travel throughout NYC to attend events and forums; use public transportation as needed.
Combination of sedentary work and active event participation; occasional lifting up to 20 pounds.
Extended sitting for computer-based tasks, with standing/walking during events.
Frequent verbal and written communication with clients and partners.
Accurate data entry and note-taking with attention to detail.
GMHC is an inclusive, racially and gender-diverse workplace committed to equity and social justice.
Salary Description: $55,000 per year (DOE)
#J-18808-Ljbffr