Program Associate

Population Health Learning Center

Program Associate

The Organization

The Population Health Management (PHM) Learning Center is a new nonprofit organization. It aims to become a catalyst for aligned statewide population health transformation in Medi-Cal (California’s Medicaid program) and adjacent safety net programs. This includes aligning key funders and initiatives around a consistent approach for building capacity for population health management in the Medi-Cal delivery system, to enable health equity at scale in California.

The Learning Center (LC) serves as the Program Office for a large scale statewide Medi-Cal focused practice initiative, the Equity Practice Transformation (EPT) program, funded by the Department of Health Care Services (DHCS). The Learning Center’s broader goal is to build a just and equitable healthcare system for all Californians, especially the people and communities who have been historically underserved. A key part of our work is to build on our foundational partnership with DHCS and expand our impact to additional primary care practices and partners statewide.

The Program Associate will play a key role in supporting the program teams, providing essential administrative and program coordination assistance. This dynamic position goes beyond basic administrative tasks, requiring a proactive individual who can manage multiple priorities while maintaining strong attention to detail. The Program Associate will interact with staff at all levels, both inside and outside the organization, and will contribute to the successful execution of fast-paced, high-level work and programs. This role is ideal for a flexible, organized team player with strong Microsoft Office skills and a passion for supporting programmatic operations that support underserved populations.

Responsibilities include:

Meeting and Event Coordination

• Lead the planning and execution of logistics for both virtual and in-person programsponsored meetings and events, ensuring seamless coordination in a
• mostly virtual environment.
• Manage participant communications, including invitations, updates, and follow-up materials, to keep all attendees informed and engaged, regardless of location.
• Coordinate with venue staff or virtual platforms to arrange meeting spaces, catering, A/V requirements, and other essential details for in-person, virtual, or hybrid meetings.
• Develop and share detailed agendas, participant lists, and relevant background materials to support effective participation in meetings.
• For virtual events, manage all aspects of web conferencing logistics to guarantee a smooth online experience. For in-person meetings, oversee the preparation of conference rooms, including seating arrangements, technology setup, and catering, while ensuring a welcoming experience for attendees.
• Support running an eLearning System including developing usage reports, posting updates and materials, creating accounts.
• Work with cross functional teams, across programs, evaluation, and communications.

Administrative and Analytic Support

• Coordinate and manage the scheduling of appointments, meetings, and conference calls to support programmatic activities.
• Organize and maintain program materials, ensuring efficient document management across internal and external program teams.
• Collaborate with staff to prioritize tasks, identify action steps, and respond promptly to internal and external requests.
• Screen and manage incoming program related email through our general inbox, responding to messages or following up as needed.
• Work with internal teams to manage contacts for the department in the organization-wide database.
• Tabulate evaluation survey and attendance data from learning events, prepare descriptive analyses of the data, write reports and case studies to spread insights and best practices.

Grants Management

• Coordinate administrative tasks related to grants and payments to participants in programs where needed.
• Manage and coordinate request for information / request for proposal schedules and activities, log new projects, draft grant awards and correspondence, and work with PHLC’s program staff.
• Maintain grant records, including monitoring due dates for deliverables, and coordinating the payment process. Collaborate with the program teams to develop reports to comply with funder requirements.
• Conduct research, as needed.

Preferred Skills and Qualifications Including:

• Bachelor’s degree preferred.
• A minimum of four (4) years of experience providing administrative support, ideally to senior-level professionals.
• Proven track record of supporting high-level professionals in a fast-paced environment.
• Strong technical proficiency with Microsoft Office Suite and experience in managing email and calendars.
• Excellent verbal and written communication skills, with the ability to effectively influence and collaborate with individuals at all levels, both within and outside the organization, using tact and discretion.
• Ability to manage multiple tasks simultaneously, meet deadlines, and demonstrate strong organizational skills and meticulous attention to detail in prioritizing tasks and projects.
• Highly resourceful team player, with the ability to work independently and make decisions with minimal supervision.
• Intellectual curiosity, growth mindset, and tenacity to get the job done.
• Ability to work independently and autonomously.
• Experience using Zoom to organize multi-faceted virtual events.