LOCATION: Remote – must live in or near the following North Carolina counties: Alexander, Anson, Cabarrus, Catawba, Cleveland, Gaston, Iredell, Lincoln, Mecklenburg, Rowan, Stanly, or Union County. This person is required to maintain residency in North Carolina or within 40 miles of the NC border.
GENERAL STATEMENT OF JOB
The Roots Hub Program Specialist will provide day-to-day operational support to the ROOTS Hub Director and regional ROOTS Hub Connectors. The position will support documentation of Hub Activities, coordinate meeting logistics, serve as clerk to the Hub Governing Body to prepare agendas and minutes, maintain Feedback-to-Decision log. They will also provide internal workflow management for the Hub team, reporting support and coordination of routine communications across Regional Anchors, Academic Anchors and other external stakeholders.
ESSENTIAL JOB FUNCTIONS
Governance and Stakeholder Coordination
Coordinates activities of the ROOTS Hub Governing Body, Regional Councils, committees, and workgroups. Supports governance operations through meeting planning, agenda development, documentation, and follow-up activities. Maintains governance records and facilitates communication among governance bodies, stakeholders, and partner organizations.
Key Responsibilities:
- Serve as clerk to the ROOTs Hub Governing Body
- Coordinate meetings and activities of the ROOTS Hub Governing Body, Regional Councils, committees, and workgroups.
- Prepare agendas, meeting materials, presentations, and supporting documentation.
- Record meeting minutes, decisions, recommendations, and action items.
- Track assignments, follow-up activities, and governance-related deliverables.
- Maintain governance records, charters, bylaws, membership rosters, and official Hub documentation.
- Support recruitment, onboarding, orientation, and engagement of governing body and council members.
- Facilitate communication and information sharing among governance bodies, councils, stakeholders, and partner organizations.
- Ensure governance activities are conducted in accordance with established policies, grant requirements, and operating procedures.
Hub Operations and Program Coordination
Provides operational and administrative support to ensure effective day-to-day functioning of the ROOTS Hub. Coordinates activities, schedules, meetings, and operational deliverables in support of Hub objectives.
Key Responsibilities:
- Coordinate day-to-day operational activities supporting the ROOTS Hub.
- Manage schedules, calendars, meetings, and event logistics.
- Track operational workplans, milestones, deliverables, and deadlines.
- Coordinate activities across partner organizations, committees, and workgroups.
- Maintain organized records, files, and document repositories.
- Support regional convenings, trainings, workshops, and special events.
Partner and Community Engagement Support
Supports engagement and collaboration among community partners, stakeholders, and participating organizations to advance regional Hub initiatives.
Key Responsibilities:
- Serve as a liaison between the ROOTS Hub, community stakeholders, and partner organizations.
- Support partner onboarding, engagement, and participation activities.
- Coordinate stakeholder communications and information-sharing activities.
- Assist with planning and facilitation of community engagement events and regional meetings.
- Support implementation of outreach and engagement strategies directed by Hub leadership.
Grant Administration and Compliance Support
Supports grant administration activities through coordination, documentation, reporting, and compliance monitoring.
Key Responsibilities:
- Assist with grant administration and compliance activities.
- Coordinate collection and organization of required grant documentation.
- Track reporting deadlines, deliverables, and compliance requirements.
- Support preparation and submission of grant-related reports and documentation.
- Maintain records supporting monitoring, audits, and grant oversight activities.
Data Collection and Reporting Support
Supports data collection, reporting, and performance monitoring activities for the ROOTS Hub.
Key Responsibilities:
- Coordinate collection of program data and performance information from participating organizations.
- Assist with preparation of reports, dashboards, presentations, and supporting materials.
- Support tracking of program outcomes, performance measures, and key performance indicators.
- Maintain documentation supporting reporting and performance monitoring activities.
KNOWLEDGE, SKILLS, & ABILITIES
Professional Competencies:
- Unquestionable personal code of ethics, integrity, diversity, and trust.
- Excellent time management skills with the ability to manage competing priorities and deadlines.
- Strong organizational skills with the ability to coordinate multiple activities simultaneously.
- Strong attention to detail and commitment to accuracy in all work products.
- Ability to work independently with minimal supervision, demonstrate initiative, and function as a self-starter.
- Ability to adapt to changing priorities, organizational needs, and evolving program requirements.
- Strong problem-solving skills with the ability to identify issues, recommend solutions, and proactively address operational challenges.
- Ability to exercise sound judgment and discretion when handling sensitive, confidential, or politically sensitive matters.
- Ability to establish and maintain effective tracking systems for decisions, commitments, deliverables, and governance actions.
Governance and Stakeholder Engagement:
- Knowledge of governance structures, committee operations, decision-making authority, stakeholder engagement, and consensus-building processes.
- Ability to support governance activities through preparation, coordination, documentation, and follow-up for governing bodies, councils, committees, and workgroups.
- Ability to facilitate productive meetings, capture key decisions, and ensure accountability for action items and follow-up activities.
- Strong stakeholder engagement and relationship management skills, with the ability to build credibility and maintain effective working relationships across diverse organizations and constituencies.
- Ability to navigate complex organizational structures and work effectively with executive leaders, governing bodies, community partners, academic institutions, providers, and public sector organizations.
- Ability to effectively engage and collaborate with governing bodies, community leaders, academic partners, public officials, providers, and other stakeholder groups.
- Ability to work collaboratively with individuals at all levels and with varying backgrounds both within and outside of Vaya and build strong working relationships.
Communication and Documentation:
- Excellent oral and written communication skills, including strong English grammar, punctuation, spelling, and editing abilities.
- Ability to effectively express ideas orally and in writing, including composing agendas, meeting minutes, reports, correspondence, presentations, and other business materials.
- Ability to prepare effective and accurate correspondence, draft letters on routine matters, and communicate professionally with internal and external stakeholders.
- Demonstrated ability to compile, organize, maintain, and distribute documentation, reports, meeting materials, and governance records.
- Ability to maintain the confidentiality of sensitive information in accordance with applicable laws, policies, and regulations.
Technical and Administrative Skills:
- Thorough knowledge and proficiency with Adobe Acrobat and Microsoft Office products (Teams, Word, Excel, Outlook, PowerPoint, OneNote, etc.).
- Advanced proficiency in Microsoft Excel, including the ability to organize, format, analyze, and present information for reporting and decision-making purposes.
- Proficiency in preparing, formatting, and distributing professional documents, presentations, reports, and meeting materials.
- Familiarity with SharePoint and electronic document management practices.
- Thorough knowledge of standard office practices, procedures, records management, and administrative support techniques.
- Ability to complete tasks in a timely, accurate, and organized manner.
Industry and Program Knowledge:
- Familiarity with community-based initiatives, healthcare, public health, behavioral health, and grant-funded programs preferred.
- Experience supporting multi-stakeholder collaboratives, coalitions, advisory groups, governing bodies, or community-based initiatives preferred.
- Strong working knowledge of HIPAA Privacy Rules and familiarity with HIPAA Security Rules as they pertain to Vaya preferred.
- Understanding of grant administration, reporting requirements, and compliance practices preferred.
EDUCATION & EXPERIENCE REQUIREMENTS
High school diploma or GED required. Bachelor’s degree preferred.
- Minimum of 2 years of demonstrated community/stakeholder partnerships and project implementation experience
- Previous work experience should have given individuals proven ability to effectively engage and support communities and effectively support project implementation
MENTAL/PHYSICAL REQUIREMENTS
- Close visual acuity to perform activities such as preparation and analysis of documents; viewing a computer terminal; and extensive reading.
- Physical activity in this position includes crouching, reaching, walking, talking, hearing and repetitive motion of hands, wrists and fingers.
- Sedentary work with lifting requirements up to 10 pounds, sitting for extended periods of time.
- Mental concentration is required in all aspects of work.
RESIDENCY REQUIREMENT: The person in this position is required to reside in North Carolina or within 40 miles of the North Carolina border.
SALARY: Depending on qualifications & experience of candidate. This position is non-exempt and is eligible for overtime compensation.
DEADLINE FOR APPLICATION: Open Until Filled
APPLY: Vaya Health accepts online applications in our Career Center, please visit https://www.vayahealth.com/about/careers/.
Vaya Health is an equal opportunity employer.
