Assistant, Ryan White Program

JOB SUMMARY

The Ryan White Program Assistant plays a vital role in supporting the administrative and programmatic operations of the Ryan White Infectious Disease Clinic. This position ensures that clients receive timely access to essential health and support services by managing key program functions, including the hygiene and cleaning product program, the on-site food pantry, and data entry into CAREWare and Medent. The role requires strong organizational skills, attention to detail, and the ability to work independently while collaborating with clinical and case management teams.

REPORTING RELATIONSHIPS

This position reports directly to the RW Grants Administrator and does not supervise any other position.

JOB DUTIES and ESSENTIAL FUNCTIONS

While living and demonstrating our Core Values, the Ryan White Program Assistant will:

• Oversee and manage the hygiene and cleaning product program and on-site food pantry, including day-to-day operations.
• Coordinate distribution of hygiene products, cleaning supplies, and pantry items to ensure timely access for clients.
• Maintain compliance with all pantry program requirements, including monthly reporting, room temperature logs, and required documentation.
• Collaborate with the RW Grants Administrator to monitor program utilization and ensure services align with patient needs and program guidelines.
• Maintain accurate inventory of hygiene products, cleaning supplies, and pantry items, conducting routine inventory checks.
• Monitor usage trends and assist in forecasting supply needs to ensure adequate stock levels.
• Process supply orders and approved purchases within three business days of authorization.
• Maintain accurate records of all orders, approvals, and inventory activity.
• Ensure timely reordering of supplies in alignment with budget guidelines and program demand.
• Ensure proper tracking and submission of all credit card purchases within five business days, including accurate coding for department, GL, and purchase descriptions.
• Maintain organized and up-to-date records of all financial transactions, purchase requests, and approvals.
• Ensure proper organization and storage of program income approvals, maintaining a centralized and accessible system.
• Accurately enter all client services into CAREWare by Monday each week for the previous week, including gas cards, food vouchers, bus passes, hygiene products, and transportation services.
• Ensure all data entry is timely, complete, and compliant with program reporting requirements.
• Monitor and manage all incoming faxes, ensuring timely review, documentation, and distribution to appropriate staff.
• Maintain an organized system for case management mail, ensuring prompt distribution to clients using The Wright Center as their mailing address.
• Assist with EMR (Medent) entries, including financial assistance requests, faxes, and supporting documentation to maintain compliance.
• Maintain an internal Ryan White program calendar, including pantry distribution dates, inventory restocks, transportation timelines, staff meetings, and reporting deadlines.
• Attend and take detailed meeting minutes for Case Management (CM) meetings, Interprofessional Team (IPT) meetings, and other meetings as assigned.
• Maintain organized records of program-related documents, ensuring all approvals, purchase requests, and logs are filed within required timeframes.
• Collaborate with team members to support overall clinic operations and workflow efficiency.
• Ensure pantry, hygiene storage areas, and supply spaces are clean, organized, and clearly labeled to support accessibility for staff.
• Provide logistical support for clinic-based events and outreach activities (e.g., health fairs, World AIDS Day, PrideFest), including supply coordination, RSVP tracking, and event setup/breakdown.
• Perform additional duties as assigned.

QUALIFICATIONS

• Meet The Wright Center for Community Health and its affiliated entity The Wright Center for Graduate Medical Education EOS© People Analyzer Tool
• Buy in and experience working in the EOS® model (strongly preferred)
• Mission-oriented; represents the enterprise in a professional manner while demonstrating organizational pride
• High school diploma or equivalent
• Must have a valid driver's license and able to operate the company vehicle
• Proficiency in Microsoft Office and other technology applications and systems
• Must be reliable and punctual
• Must have attention to detail
• Ability to work independently and with a team
• Professional written and verbal communication and interpersonal skills