Advancing New Standards in Reproductive Health (ANSIRH) seeks a Project Assistant to provide support to the Access through Primary Care (APC) Initiative’s Health Workforce Pilot Project (HWPP). The goal of the APC Initiative is to increase access to abortion providers in California through the expansion of services into primary care delivery settings. The HWPP project focuses on the role of advanced practice clinicians in the provision of early aspiration abortion care. The Project Assistant will serve as an integral part of the HWPP project team, working to support all three areas of the project: (1) training and evaluation; (2) community relations and health systems improvements; and (3) professional practice, policy and regulation.

The Project Assistant will provide program and administrative support to the Project Director and Initiative staff. The ideal candidate will foster positive working relationships with project staff, project partners and representatives of the health care community. The Project Assistant will be responsible for providing general administrative assistance to the project, including scheduling and coordinating meetings and events, coordinating data collection, conducting data entry and data verification, ordering and copying materials, conducting internet and library searches, drafting light correspondence, and working with other staff to resolve questions about payments, reimbursements, and travel vouchers that may arise in the course of implementing the project.

The candidate should be proficient at Microsoft Word, Excel, Outlook and PowerPoint, and general computer use including web search capability. Skill and experience in the use of a statistical or database package such as SPSS, SAS, ACCESS, is preferred.

The Project Assistant will be responsible for:

40% General Project Support: Scheduling, Coordinating and Community Relations

• Provide administrative and programmatic support to HWPP Director and APC Initiative Staff
• Responsible for establishing and maintaining paper and electronic project files
• Manage and update various contact lists for the HWPP project in an easily accessible format
• Coordinate all aspects of project and Initiative meetings and events including agenda setting, materials, facilities, food, registration and transportation
• Manage Initiative staff calendar
• Manage and update project and Initiative materials (e.g. state applications, abstracts, communication tools and fact sheets, etc) including revisions, copies, distribution and storage
• Maintain regular communication with project partners, including site training directors, development and administrative staff, trainers, and trainees as determined by Project Director
• Communicate with health care community, including health care boards and associations, providing copies of project materials
• Respond to questions from public about project, providing materials and referrals to senior ANSIRH staff
• Check APC e-mail account and ensure timely appropriate response
• Help create and support an intern program for students interested in working on the APC Initiative and HWPP project

30% Data Collection, Entry, and Verification

• Support HWPP Project Evaluator and work with Partner Organizations to maintain all applicable research and evaluation materials
• Communicate with sites to coordinate collection of training, research and evaluation materials
• Enter qualitative and quantitative data into relational databases on a regular basis
• Run routine and ad hoc reporting as needed
• Track trainee experience and ensure completion of all required forms
• Conduct regular data verification audits to ensure completeness of data
• Identify and obtain missing information, such as dates when training took place but information was not sent in by clinic sites
• Maintain secure, organized files containing hard copies of completed forms
• Perform regular secure data backup
• Provide back-up to HWPP Project Evaluator in routine report generation and as back-up contact for Partner Organizations’ Research Coordinators
• Prepare reports for presentations and abstracts for the Project Director and Director of Research and Evaluation
• Provide regular reports to Project Director on status of data collection
• Support project staff with UCSF CHR procedures, renewals and amendments as well and independent IRB submissions
• Manage Partner Organizations’ quarterly invoice submissions as dictated by subcontracts

20% Accounting and Fiscal Issues

• All duties performed in coordination with the Bixby Center for Global Reproductive Health business office
• Complete and submit paperwork for reimbursements related to Project and Initiative expenses
• Process all invoices in accordance with established protocols , including follow- up tracking of the invoice payment through the business office and accounting office
• Order and maintain project supplies as needed
• Troubleshoot outstanding invoices and reimbursements, as necessary
• Develop and coordinate submission of consulting agreements related to the APC Initiative
• Track funding sources including foundations solicited, responses received, grants submitted, and awards granted

10% Website and Electronic Communications

• Work with ANSIRH to maintain APC Initiative website and HWPP project content
• Support the HWPP project’s Clinical Education Consultant in the development and maintenance of trainee and trainer webinars and online coursework
• Order and copy articles from UCSF and affiliated libraries as requested by Project staff