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Program Associate

Category: Administrative Staff
Foundation/Organization: California Health Care Foundation
Location: Oakland, CA
Date Posted: 09/22/2017

Foundation Overview

The California Health Care Foundation (CHCF) is dedicated to advancing meaningful, measurable improvements in the way the health care delivery system provides care to the people of California, particularly those with low incomes and those whose needs are not well served by the status quo. We work to ensure that people have access to the care they need, when they need it, at a price they can afford. CHCF's work is oriented around three goals:

  1. Improving access to coverage and care for low-income Californians
  2. Ensuring high-value care
  3. Laying the foundations

Position Overview

Reporting to the director of High-Value Care, the program associate manages the grants administration function for CHCF's High-Value Care program and provides administrative support to the team and other members of the CHCF staff.

The ideal candidate is a flexible, well-organized, team player who has excellent Microsoft Office and administrative skills, comfortable interacting with all levels inside and outside the foundation, and able to successfully support the fast-paced work of senior-level colleagues.

This is a nonexempt position.

Primary Responsibilities

Grants Management

  • Manage all administrative aspects of the grants process for department staff members.
  • Track incoming proposals, log new projects into the grants management system, draft grant awards and correspondence, and work with CHCF's grants management staff.
  • Maintain grant records, including monitoring due dates for deliverables, managing the payment process, and completing monthly close-out reports for the staff.
  • Serve as liaison with grantees and program staff.
  • Guide and assist the High-Value Care team in meeting payout goals and deadlines; ensuring that grants are current (e.g., deliverables are submitted on time, and payments are issued in a timely manner).
  • Troubleshoot and resolve grants management system technical issues with grantees.
  • Conduct research, as needed.

Meeting and Event Coordination

  • Manage the logistics and preparation of materials for foundation-sponsored meetings and activities.
  • Coordinate mailings to invite and inform participants.
  • Work with hotel personnel to arrange rooms, food, and meeting details.
  • Create agendas and participant lists and compile background materials.
  • For in-house meetings, prepare the conference rooms with the required seating and A/V equipment, assemble written materials, arrange catering and beverages, greet and check in guests, respond to any individual or group needs, and clear the room after the meeting has concluded.
  • Manage all aspects of web conferencing logistics in the event of virtual events.
  • May assist executive assistant with board meeting logistics.

Provide Administrative Support

  • Schedule appointments, meetings, conference calls.
  • Arrange all necessary travel, expense reports, and travel reimbursement requests.
  • Organize and maintain files.
  • Work with staff to prioritize, determine action, and respond.
  • Receive and screen telephone calls and mail, and take messages or follow up.
  • Photocopy, scan, or fax materials for internal and external distribution.
  • Assist the receptionist and other programs, as needed, for reception coverage, vacations, special projects, board meetings, etc.

Contact Management

  • Work with External Engagement to manage contacts for department in the organization-wide database.
  • Use database to generate lists of meeting participants, mailing lists, and other contact-related information.

Complete special projects and other duties, as assigned. Overtime and travel may be required.


The ideal candidate will have the following experience and characteristics:

  • Bachelor's degree preferred
  • Foundation, nonprofit, university, or government work experience preferred
  • Experience supporting professional personnel, preferably at the senior level
  • Event planning experience
  • Tech-savvy and proficient in all Microsoft Office applications, as well as electronic mail and calendaring
  • Exceptional communications skills with an excellent telephone manner
  • Able to effectively build relationships with staff on all levels, within and outside of the foundation
  • Excellent proofreading, editing, and writing skills
  • Experience making travel arrangements and managing a calendar
  • Collaborative working style and sense of teamwork
  • Ability to work with minimal direction
  • Sound judgment and discretion when handling sensitive and confidential information
  • Able to influence others, of all levels inside and outside the foundation, with tact and discretion, to deliver results
  • Exceptional sense of priorities/objectives, able to multitask and anticipate staff needs
  • Able to follow through and close issues
  • Strong attention to detail and organization skills

Salary and Benefits

Salary is commensurate with training and experience. The foundation provides a generous benefits package that includes medical, dental, vision, disability, life, and long-term care insurance; a cafeteria plan; commuter checks or paid parking; EAP and wellness programs; educational assistance; paid time off; and retirement benefits.

To Apply

Please email a cover letter that summarizes your qualifications and describes your interest in the position. Attach your resume in Microsoft Word or PDF format and send to Please reference the position code (Program Associate) in the subject line of your email. This position is based in our Oakland office; there will be no paid relocations or telecommuting. We will accept resumes until the position is filled.

The California Health Care Foundation is an equal opportunity employer, and all qualified applicants will receive consideration for employment without regard to age, race, color, religion, sex, sexual orientation, gender identity, national origin, disability status, protected veteran status, or any other characteristic protected by law.

For more information, contact:

Charles Reader
Tel: 510-587-3151


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