The National Patient Safety Foundation’s vision is to create a world where patients and those who care for them are free from harm. A central voice for patient safety since 1997, NPSF partners with patients and families, the health care community, and key stakeholders to advance patient safety and health care workforce safety and disseminate strategies to prevent harm. NPSF is an independent, not-for-profit 501(c)(3) organization.
The Program Assistant is responsible for carrying out critical administrative responsibilities that support the Programs team in planning, supporting and implementing NPSF programs. The primary focus of this position will be on tasks related to all major programs including professional education programs such as webinars, organizational memberships, AskMe3, online and other learning programs, and others as required by NPSF priorities.
This exciting position offers the opportunity to join a nimble and passionate organization with a robust culture of respect, and ongoing professional and personal development.
Duties and Responsibilities
- Coordinate logistics for conference calls, meetings, and events involving internal and external stakeholders
- Coordinate all aspects of webinars, including outreach and subsequent communications with speakers, vendors, and target audience; required documents for CE/CME; platform testing; speaker introductions on live webcasts; etc.
- Ensure that all education programs and deliverables are managed in alignment with CE/CME program requirements and standards.
- Interface with internal and external subject matter experts and volunteers to ensure successful development and delivery of key NPSF programs
- Professionally and effectively handle calls/inquiries from internal and external sources, and channel to appropriate staff on a timely basis
- Respond to AskMe3 requests, and triage to Senior Director, Programs, as needed
- Coordinate activities and communications related to education programs, including timelines, content development, review, updates, and other exchanges between internal and external parties
- Maintain master file of project plans for certain programs and update progress and activities over course of program development/maintenance
- Assist with program finances, including budget and sales tracking, and invoice review and coding
- Ensure accuracy of contact information for key stakeholders, members and program participants by entering/updating databases used by programs team
- Update, communicate, and maintain program evaluation activities on an ongoing basis
- Assure that policies and procedures are accurate and updated at all times, in order to maintain high quality standards for program development and maintenance
- Prepare PowerPoint presentations for internal and external audiences, meeting materials, and reports as requested
- Assist the programs team in preparing for key meetings and developing presentations
- Participate in and contribute to program team and staff meetings and ongoing staff development programs
- Professionally present and represent NPSF at all times
Desired Skills & Experience
Knowledge, Skills and Abilities:
- Strong interpersonal skills, energy, drive, and initiative
- Superior organizational skills
- Outstanding attention to detail
- Perform consistently and calmly under pressure and aggressive timelines
- Demonstrated flexibility and ability to prioritize and reprioritize as conditions change
- Results and goal oriented
- Excellent verbal and written communication skills
- Works efficiently and accurately in independent and team environments
- Demonstrated ability to create and modify procedural documentation, timelines, and program plans
- Sound problem-solving and decision-making skills
- Ability to screen customer inquiries and respond or channel to appropriate staff in a timely manner
- Confidence to raise issues and communicate with all levels of staff
- Willingness to learn and take on more responsibility over time
- Open to receiving and providing feedback
- Interest and/or experience in healthcare or public health highly desirable
- Familiarity with Health Reform a plus but not required
PC / Technical skills:
- Proficiency in the use of Microsoft Office applications, including Word, Excel, PowerPoint, and Outlook is required
- Experience screening calls and using a multi-line phone system is required?
- Knowledge of Salesforce, RegOnline, and YourMembership is helpful
- Experience with WordPress is a plus
- Experience using SurveyMonkey or other online survey tools is a plus
- Experience with web-based e-mail applications (such as ConstantContact, or similar) is a plus
- Interest in learning new software platforms and databases
Credentials and Experience:
- Bachelor’s degree required with course work in business, public health, or healthcare highly desirable
- Experience with and understanding of CE/CME accreditation activities and related planning required is strongly desired
- Interest and/or experience in healthcare or public health highly desirable
- At least 2 years of demonstrated experience in assistant role is preferred; program assistant experience is desirable
- Prior experience interfacing with customers is required
- Project and program management experience highly desired
Minimal travel will be required.
If you are interested in growing professionally as part of the highly respected leader in the field of patient safety, we invite you to apply for this position. Please include a cover letter and salary requirements. This position is located in Boston, Massachusetts.
Write to employment@npsf.org, or
National Patient Safety Foundation
Attention: Human Resources/PA Position
268 Summer Street, 6th floor
Boston, MA 02210
