Program Infrastructure Coordinator

Job Title: Program Infrastructure Coordinator

Reports to: Executive Director

Hours: Full Time, 40 hrs/week, salaried, FLSA status: exempt, not eligible for overtime pay

Schedule is typically Mon ; Fri 8am-5pm, some evening or weekend hours may be required.

Compensation: $50-55,000 annually DOE. Generous benefits package including medical, dental, vision, life, LTD, 403(B) plan, paid time off and 10 paid agency holidays

This is a fun, fast moving and professional environment filled with people who make things happen as opposed to just talking about them and make positive change in the world. We need a rock star infrastructure and systems designer and implementer, somebody who can see what needs to be done easily and moves quickly to handle it. This is a service-oriented job focused on helping everyone in the agency work at their “highest, best use” to maximize our mission impact, so you’ll want to be someone driven to seek out others’ problems and barriers and proactively solve them. We promise you’ll never be bored and you’ll always feel welcomed and appreciated.

To apply, interested parties should send a cover letter and resume to No phone calls please, we’re too busy fulfilling our mission!

At Comprehensive Health Education Foundation, we believe that people and communities thrive when all are healthy, included and connected. We unite community wisdom, emergent practice and effective policy to create enduring health equity.

Our organization believes that each employee makes a significant contribution to our success. That contribution should not be limited by the assigned responsibilities. Therefore, this position description is designed to outline primary duties, qualifications, and job scope, but not limit the incumbent nor the organization to adjust the work identified. It is our expectation that each employee will offer his/her services wherever and whenever necessary to ensure the success of our endeavors.

Duties and Responsibilities

Grant contract management:

  • Serve as external contact for grant funders regarding contract details including budgets, invoices and program reporting. Senior Director or Executive Director serves as lead relationship manager depending on grant contract, but this person must also create and maintain successful relationships with their peers at funders’ offices.
  • Provide internal service to Finance Coordinator, Senior Directors, Program staff and key contractors about status of grant contracts, program reports and data, track due dates for program and finance deliverables and support staff and contractors to stay on schedule.
  • Manage agency contract policies and procedures and ensure they are in compliance with federal requirements.
  • Manage all down line contracts to contractors, vendors, sub recipients or grantees of ours including preparation of contracts, tracking termination dates, ensuring contract language matches with funder compliance requirements and providing oversight of deliverables tracking.
  • Maintain all related paper and electronic files to ensure program compliance with funding and IRS regulations and ensure successful audit outcomes.

Programmatic Infrastructure:

  • Create and monitor system for tracking mission impact and effectiveness based on Strategic Plan key metrics and as part of agency wide Strategic Plan tracking system.
  • Create and support internal operations systems, with an emphasis on project management tools, to maximize efficiency for staff in their work.
  • Create and support internal systems to increase organizational learning and cross sharing of key information.
  • Manage key technology services to support program work including agency provided webinars, contact management, etc.
  • Support Multi-Disciplinary Fellows Project, interns and Americorps placements with effective infrastructure to meet their needs, help them function well at CHEF and also manage the outreach and recruiting process for these positions as they rotate.
  • Provide technology resources for key external partners, particularly at the community level, to enhance their learning and connecting capacity.

Program Communications:

  • Prepare presentation materials for various purposes including conference presentations, sharing externally about mission impact and others as needed.
  • Draft written materials highlighting program activities for external audiences to be used in annual reports, on our website, at conferences, in reports to funders and others.
  • Work with Executive Director and Senior Directors on writing and packaging major grant applications.
  • Staff agency exhibitor tables at conferences and specials events. Manage and update all exhibitor materials.

Required Qualifications:

  • Bachelors degree or equivalent experience
  • Minimum five years of relevant experience;
  • Minimum three years managing government grant funding contracts, especially federal
  • Significant project management experience
  • Excellent written and oral communication skills
  • Strong service ethic with a specific desire to proactively seek out team members’ needs and resource/system challenges and provide solutions
  • Intermediate finance skills: at a level adequate to create and monitor program and project budgets
  • Knowledge of technology tools to enhance cross learning and connecting capacity for staff, contractors and external partners with limited financial resource availability
  • Ability to prioritize and organize
  • Possess records and contract management skills;
  • Proficiency with Microsoft Office software (Outlook, Word, Excel, PowerPoint) at an intermediate or higher level
  • Proficiency with Constant Contact and other contact management software
  • Familiarity with Adobe Acrobat and/or MS Publisher
  • Highly desirable to have experience with graphics software and ability to create effective graphics tools for program related communications
  • Familiarity with social network and blogging sites such as Facebook, Twitter, and Blogster
  • Knowledge of general office machines and telephone system;
  • Demonstrated ability to work independently and within a team
  • Ability and willingness to work cooperatively with others
  • High degree of discretion dealing with confidential information
  • Ability to travel for short business trips (primarily in state)
  • Experience working for a non-profit organization
  • Experience in grant writing and reporting
  • Commitment to healthy living and health education

Mental and Physical Abilities:

The physical/mental demands and work environment described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to individuals with disabilities to perform the essential functions.

Mental Abilities Required

This position continuously requires interpersonal skills, teamwork, customer service, use of discretion, performing basic math, independent judgment and/or independent action, and reading, writing, speaking, and understanding English. Frequently requires decision making and problem analysis. The position occasionally requires creativity. Attention to detail also required.

Physical Abilities Required

This position continuously requires feeling, sitting, hearing, and repetitive motion of the hands/wrists. Frequently requires standing, walking, stooping, fingering, talking, reaching, bending, and handling. The employee may be required to carry, lift, push or pull up to thirty pounds.

How to apply

To apply, interested parties should send a cover letter and resume to No phone calls please, we’re too busy fulfilling our mission!

Seattle, Washington
Comprehensive Health Education Foundation

419 3rd Ave W, Seattle, WA, 98119, US