Program Assistant

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The Illinois Public Health Institute (IPHI) is seeking a customer-focused, energetic and well-organized individual to join our team to support ongoing programs in the Center for Policy and Partnership Initiatives (CPPI) and supporting overall administrative projects and special initiatives. 

This position reports to the program manager in the Center for Policy and Partnership Initiatives; activities that are cross-organizational and administrative will be implemented under the supervision of IPHI’s CEO or managers and directors of other IPHI centers. The position is full-time, exempt.

Description of Illinois Public Health Institute

The Illinois Public Health Institute (IPHI) mobilizes stakeholders, catalyzes partnerships, and leads action to promote prevention and improve public health systems in order to maximize health, health equity and quality of life for the people of Illinois. IPHI leads initiatives through the Center for Community Capacity Development, the Center for Policy and Partnership Initiatives and the Center for Health and Information Technology.  Current projects in the Centers include: promoting improved health data systems; providing training and technical assistance on community health needs assessment and accreditation and quality improvement in local health departments; conducting research on nutrition and physical activity; and convening the Illinois Alliance to Prevent Obesity to promote policy, systems and environmental change strategies for obesity prevention.

Position overview

The full-time Program Assistant will work approximately half time to provide day-to-day program execution, coordination, communication, and research to support the Illinois Alliance to Prevent Obesity (IAPO), including supporting the five standing IAPO workgroups, as well as the Healthy and Active Communities Network and ad hoc policy and project leadership committees. Current CPPI/IAPO initiatives include the Healthy and Active Communities Network, Healthy Vending Initiative, Community Clinical Linkages State Forum and Enhancing Physical Education in Illinois. The other half of the assistant’s time will primarily be spent working on overall IPHI organizational and administrative projects, including supporting committees and logistics for a new resource development initiative and other projects associated with implementing IPHI’s new strategic plan. The assistant may be engaged in special projects within other IPHI centers as well.  Activities may include conducting background research and drafting fact sheets, drafting reports and communications materials, organizing logistics for events, meetings and trainings; notetaking; planning staff travel; conducting outreach to support constituent participation, and assisting with social media and website development and maintenance.  

Duties and responsibilities include:

  • Draft and edit research reports, grant proposals, white papers, background documents, fact sheets, newsletters, other organizing and communications materials and funder reports.
  • Coordinate and support the work of advisory committees, councils, task forces, teams and research partnerships, including scheduling meetings, communicating with participants and producing pre- and post-meeting materials.
  • Coordinate with partners to plan and execute in-person and online meetings and events by organizing and managing logistics, developing and producing event materials, and conducting meeting follow-up.
  • Provide research assistance on evidence-based best practices and policies, using both scholarly literature and information from national and state policy and practice organizations; assist with research and development of curricula, tools and other resources.
  • Research, draft and compile training content and materials, including powerpoint slides, agendas, worksheets, background and other materials.
  • Participate in community/stakeholder meetings; assist with facilitation and/or notetaking of group discussions with partners and stakeholders.
  • Support IPHI’s communications and outreach through development and distribution of program communications and marketing, through e-marketing, social media, web content and media relations.
  • Support and maintain records and information on project-related stakeholders, participants, and other constituents through IPHI’s constituent relationship management system; maintain other project-specific records.
  • Administrative and clerical support including copying, ordering supplies, data entry, and other needs.
  • Other duties and tasks as needed. 


  • The ideal candidate will have a master’s degree in public health, public administration, public policy or related field with a minimum of one year of work experience in program implementation, coalition organizing, policy and/or non-profit operations. Equivalent professional experience in a related field is acceptable.
  • The successful candidate will be able to manage multiple tasks and projects simultaneously, be able to produce in a fast-paced environment, and be able to adapt to change and growth.
  • Candidates should have experience working with diverse populations and in a variety of community settings.
  • Candidates should have the ability to work independently and as part of project teams.
  • Excellent organizational and interpersonal skills are required; the successful candidate will be thorough and detail-oriented.
  • Strong and versatile writing skills.
  • Excellent computer skills, including proficiency with Microsoft Word, Excel, PowerPoint, email, and social media is required. Experience with customer relationship management (CRM) software, and/or web page development is desirable.

Job requirements: 

  • IPHI has a collegial, team-oriented culture where a sense of humor and a passion for work is highly valued.
  • Must have a driver’s license and ability to access a car or be qualified to rent a car.
  • Must be able to sit at and operate a computer and other office machinery for a significant portion of the workday.
  • Must be able to move about the office and at offsite events to access files, supplies, and assist with event set up.
  • The position requires occasional work on evenings or weekends. And, the program assistant must be able to travel up to 20% of time.
  • The position requires frequent communication with internal and external customers about program activities.  Must be able to exchange accurate information in these situations.

Compensation: Commensurate with qualifications and related experience, competitive benefits

Starting Date: Immediate

Location:  The position is located in Chicago.

Application Instructions: No phone calls please.  Please submit a resume, cover letter and writing sample by March 31, 2016 to be considered for this position. The cover letter should compare your qualifications and experiences to the duties and responsibilities of the position. Visit for more information about IPHI’s mission and work. Please send all materials (electronic submission is preferred) to:

Illinois Public Health Institute

ATTN: Program Assistant

954 W. Washington Blvd, Suite 405, MB 10

Chicago, IL 60607

No phone calls, please.


The Illinois Public Health Institute is an equal opportunity employer that values diversity. We commit to our coworkers, applicants and community to have job opportunities open to everyone equally. It is the policy and practice of IPHI not to discriminate against any coworker or applicant on hiring decisions or career advancement because of race, color, religion, national origin, age, sex, disability, sexual orientation, status as a disabled veteran, veteran of the Vietnam Era, or any other personal characteristic which is not a relevant qualification to the specific position.