Program Administrator, Community Benefits and Community Relations

Job description

When you join the growing BILH team, you're not just taking a job, you’re making a difference in people’s lives. This position will support BILH Community Benefits and Community Relations and the Community Division. Initial orientation period (estimated to be 6 months) is full-time on-site at BILH hospitals and/or Schrafft’s City Center (Charlestown, MA). After orientation period, the position will be hybrid estimated with 3-4 days on-site at assigned BILH hospitals, in the community and at BILH City Center (1 day). 1-2 days per week will be remote. Evening and weekend hours may be required. Reporting to the Director Community Benefits and Community Relations for Beth Israel Lahey Health, the Community Benefits and Community Relations (CBCR) Program Administrator advances the community mission of Beth Israel Lahey Health. The CBCR Program Administrator oversees and coordinates a variety of administrative and programmatic functions of the CBCR Department, including regulatory compliance, data collection, entry and tracking; event planning and logistics, and meeting logistics and minutes. The Program Administrator supports the CBCR team implementation and documentation of meetings including but not limited to the Community Benefits Advisory Committees (CBAC), the annual Community Benefits public meetings Allocation Committee request for proposal processes, and community engagement meetings. The Program Administrator also supports contract procurement, budgeting and invoice processing, website and database maintenance, and communication. The CBCR Program Administrator supports additional CBCR functions including regulatory reporting to the Internal Revenue Service (IRS), Attorney General’s Office (AGO), Massachusetts Department of Public Health and municipalities, as appropriate. The CBCR Program Administrator supports the triennial CHNA/Implementation Strategy process, providing project management for all departmental tasks and deliverables. The CBCR Program Administrator must exhibit initiative, curiosity, independent, innovative thinking and maturity with good decision-making skills. The CBCR Program Administrator must possess excellent organizational and communications skills; successfully meet project deadlines; provide outstanding customer service; and be a team player who maintains a positive attitude. Job Description: Essential Duties & Responsibilities including but not limited to: Manage event and meeting logistics including minutes, attendance, agendas, AV, materials, location, food, processing reimbursements/stipends, etc., speakers, travel arrangements, publicity, communication, etc. for all community engagement activities ensuring a well-documented, well-organized, widely publicized transparent process. Prepare and update documents relating to the Community Benefits and Community Relations and community investment activities, including grant agreements and vendor contracts. Assist with data capture, entry, tracking and trending for all sponsorships, grants and contracts. Assist with communication including maintaining and updating leadership updates, quarterly e-newsletters, and work with Marketing and Communications to update Community Benefits web-pages. Support the annual regulatory reporting process; oversee and confirm accuracy and completeness of data collection and data entry from internal and external program partners using Community Benefits Database, and support the drafting and finalization of the Attorney General, PILOT, and Schedule H reports. Develop, organize and implement administrative processes and systems to ensure the smooth flow of engagement and operations (e.g. maintenance of Teams channel and shared drive, utilizing Workday). Support core Community Benefits and Community Relations department functions, such as the CHNA/Implementation Strategy process, the Community Benefits Database, Community Benefits website updates, team meetings, tracking sponsorships, etc. Serve as the administrative resource and liaison for the Community Benefits and Community Relations Department and community investment initiatives, interacting with all levels of personnel, both internal and external. Support program budget creation, monitoring and reconciliation of accounts; enter and reconcile invoices ensuring prompt payment and data entry and reconciliation to the Community Benefits Database on a weekly basis. Work with internal and external stakeholders to coordinate and ensure the smooth functioning of the Community Benefits and Community Relations department activities and deliverables. Organize and maintain schedule of CBAC, Allocation Committee, grantee, evaluator, and other meetings, appointments and events, creating meeting minutes/summaries, as assigned. Independently research and follow through on a variety of information requests and assist with problem resolution. Minimum Qualifications: Education: Bachelor's degree required. Experience: 3-5 years’ related work experience required. 3 or more years of progressively responsible experience in business, non-profit, research or health administration. Physical Requirements & Environment: Initial orientation period (estimated to be six months) is full-time on-site at BILH hospitals and/or System Center (Charlestown, MA). After orientation period, position will be hybrid estimated one to two days remote/three to four days on-site at BILH hospitals, BILH System Center, and/or out in the community. Evening and weekend hours may apply. Pay Range: $65,000.00 USD - $75,000.00 USD The pay range listed for this position is the annual base salary range the organization reasonably and in good faith expects to pay for this position at this time. Actual compensation is determined based on several factors, that may include seniority, education, training, relevant experience, relevant certifications, geography of work location, job responsibilities, or other applicable factors permissible by law. As a health care organization, we have a responsibility to do everything in our power to care for and protect our patients, our colleagues and our communities. Beth Israel Lahey Health requires that all staff be vaccinated against influenza (flu) as a condition of employment. More than 35,000 people working together. Nurses, doctors, technicians, therapists, researchers, teachers and more, making a difference in patients' lives. Your skill and compassion can make us even stronger. Equal Opportunity Employer/Veterans/Disabled