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We are an equal opportunity employer, dedicated to diversity, equity, inclusion and justice in the workplace. Applicants living with HIV or from communities disproportionately affected by HIV are strongly encouraged to apply.
Title: Program Associate – Harm Reduction
FLSA Classification: Full-Time, Exempt
Location: Flexible / Remote
AIDS United is seeking a Program Associate to provide administrative support and coordination to the organization’s Expanding Syringe Services Programs Capacity to Respond to COVID-19 initiative. This project supports syringe services programs to effectively respond to COVID-19 among people who use drugs with services including vaccination education, referral and linkage, navigation services. It is a unique intersection of multiple public health crises, including COVID-19 and overdose. The Program Associate will also provide support to the Harm Reduction Futures Fund (formerly Syringe Access Fund), AIDS United’s longest running funding collaborative, focused on supporting syringe services programs nationwide. The Program Associate must be self-motivated, highly organized, and be detail oriented. Qualified individuals will be able to work in a fast-paced, changing, remote environment, with the demonstrated ability to work independently and as a member of a remote team.
EDUCATIONAL AND EXPERIENCE REQUIREMENTS
Bachelor’s degree in public health, social service, or related field, or two years of relevant professional experience (e.g., program coordinator).
- Provide general administrative and programmatic support including administrative support, logistics coordination, data management, communications, and recordkeeping;
- Engagement with organizations serving people who use drugs to encourage and facilitate community-informed COVID-19 vaccination efforts.
- Coordination of administrative processes relating to grants management;
- Provide project management support and track program performance through the designated tool, Asana;
- Coordination of data entry and reporting with organization’s grants management system, Salesforce;
- Facilitate the funds disbursement processes including check requests, agreements/ correspondence, distribution to grantees and record keeping;
- Provide informational materials to funded organizations;
- Schedule and manage programmatic deadlines;
- Coordinate webinars for information dissemination;
- Track literature, statistics, conference information, grant opportunities and other resource information;
- Assist with program planning and developing/gathering programmatic content for funding proposals and donor reports;
- Provide administrative and coordination support for the planning and implementation of national meetings and site visits;
- Field inquiries regarding grant guidelines, reporting deadlines, and program requirements;
- Reconcile credit card and cash expenses for relevant program staff; and
- Provide additional support to harm reduction program staff as needed.
REQUIRED & DESIRED SKILLS:
- Experience with programs that reach and engage people who use drugs utilizing a harm reduction model preferred;
- Detail-oriented with exceptional project & time management skills;
- Proficient in Microsoft Office Suite and preferably experienced with Salesforce CRM and Asana;
- Outstanding written and strong interpersonal skills with the ability to build rapport and credibility quickly with people at all levels;
- Bilingual (Spanish) preferred;
- Legally eligible to work in the United States;
Position may require moderate travel – up to 20 days per year.
ABOUT AIDS UNITED
AIDS United’s mission is to end the HIV epidemic in the US through strategic grantmaking, capacity building, and policy and advocacy. AIDS United (AU) bridges policy with grantmaking and capacity building; linking the world of HIV service and community-based organizations with the public health, healthcare, advocacy and social justice communities to respond to the domestic HIV epidemic. AU is committed to ensuring our staff, Board of Trustees and consultants reflect the full diversity and range of communities most affected by the HIV epidemic. Organizational leadership consists of long-term HIV survivors, Black gay men and women of color. Staff reflects a range of people living with HIV; same gender loving men and women; gay, bisexual, and queer men and women; women of color; and Transgender and gender non-conforming people. This diversity and representation demonstrate AU’s dedication to valuing life experiences of staff as equally important to professional experiences when building our organizational capacity.
People with lived experience are strongly encouraged to apply.
The position may operate from a remote location. Applications must include: A cover letter with salary requirements and resume. Please submit these materials to email@example.com with “Program Associate – HR” in the subject line. Incomplete applications WILL NOT BE CONSIDERED.
ABOUT AIDS UNITED
AIDS United’s mission is to end AIDS in the United States. The agency strives to achieve its mission through strategic grantmaking, organizational capacity building, formative research, and advocacy & policy work. With an annual budget of approximately $11 million and a staff of 27, the agency was formed in 2010 by the merger of the National AIDS Fund and AIDS Action Council and had more than 20 years of experience in policy and grantmaking related to HIV and AIDS. Grantmaking initiatives focus on access and retention in care, advocacy in the deep-south, syringe access, sector transformation, and more. Policy work is done on behalf of dues-paying members who include most of the largest and oldest AIDS service organizations.
Responsible for assisting the Controller with the accounting and financial operations of the organization.
Bachelor’s degree in accounting or finance required.
A minimum of 3 years of experience in nonprofit bookkeeping or similar experience, including expertise in MS Excel and demonstrated knowledge of accounting principles related to nonprofit organizations required. Prior experience with Bill.com and Intaact preferred.
The position requires a thorough understanding of accounting and a highly organized, forward-thinking individual who is self-motivated and able to take the initiative with sound judgment. Individuals must have the ability to perform responsibilities professionally and to handle assignments with a high degree of accuracy and confidentiality—proven organizational skills including excellent time management and ability to prioritize tasks required. The position requires strong writing and communications abilities. Must be able to work in a fast-paced environment and work independently and as a member of a team. Must possess a demonstrated proficiency in MS Word, MS Excel, PowerPoint, and MS Access. Experience with Intacct cloud-based financial management software is a plus.
Commensurate with education, experience, and salary history. Expected range of $50,000 – $65,000.
Accounts Receivable Responsibilities
- Prepare and generate partner, donor, client, and contract billing
- Process annual membership invoices and reconciles related accounts
- Establish and maintain receivable records/profiles for all partners, donors, clients, and contracts
- Verify, code, and enter cash receipts into accounting software with accurate profile and banking detail
- Prepare and generate organizational billings and collects (interagency, etc.)
- Work closely with the resource development team to ensure accounting, tracking, and reporting of receivables are accurate
Accounts Payables Responsibilities
- Verify and code weekly invoice payments for accuracy and approval
- Enter invoices into the accounting system Bill.com
- Prepare accounts payable batches weekly for approval
- Effectively and timely answer inquiries from employees and vendors regarding accounts payable for all accounts payable matters
- Prepare for audits as requested
- Complete credit card reconciliations monthly
- Other duties as assigned
Work is generally performed within the office environment and includes significant telephone contact with vendors, constituents, donors, the general public, and Trustees.
Position requires no travel.
HOW TO APPLY
Please send a resume to firstname.lastname@example.org.
AIDS United is an equal opportunity employer and does not discriminate against otherwise qualified applicants on the basis of race, color, national origin, religion, sex (including pregnancy), age, sexual orientation, disability, marital status, personal appearance, gender identity and expression, family responsibilities, political affiliation, source of income, veteran status, an individual’s genetic information, HIV status, or any other bases under federal or local laws (collectively “Protected Bases”).
JOB TITLE: Pedro Zamora Public Policy Fellow
SUPERVISOR: Director of Advocacy
COMPENSATION: The Pedro Zamora Public Policy Fellow receives a stipend of $2,600 per month.
HOURS: 40 hours per week for 3 to 4 months. This time commitment is discussed during the interview process and is based on the needs of AIDS United and the schedule of the candidate.
LOCATION: AIDS United is a primarily virtual organization, and while this position can be based anywhere in the United States, we have a preference for candidates located in the Greater Washington DC area. Most of the staff are in the Eastern Time Zone and generally work between 9am-5:30pm. Candidates in other time zones should be aware that meetings will frequently occur in those times, regardless of your time zone.
SUPERVISORY RESPONSIBILITIES: none
Position will remain open until filled by qualified candidate. Applications are accepted on a rolling basis.
ABOUT AIDS UNITED
AIDS United’s mission is to end the HIV epidemic in the US through strategic grant-making, capacity building, and policy and advocacy. AIDS United bridges policy with grant-making and capacity building; linking the world of HIV service and community-based organizations with the public health, health care, advocacy and social justice communities to respond to the domestic HIV epidemic. AIDS United is committed to ensuring our staff, board of trustees and consultants reflect the full diversity and range of communities most affected by the HIV epidemic. AIDS United’s commitment to diversity and inclusion is reflected in our organizational leadership and staff. Our executive leadership consists of long-term HIV survivors, Black gay men and women of color. Our staff reflects a range of people living with HIV; gay, bisexual, queer, and same-gender loving men and women; women of color; and transgender and gender-nonconforming people. This diversity and representation demonstrate AIDS United’s dedication to valuing life experiences of staff as equally important to professional experiences when building our organizational capacity.
ABOUT THE FELLOWSHIP
The Pedro Zamora Public Policy Fellowship at AIDS United was established to honor the legacy of HIV/AIDS activist Pedro Zamora. Zamora, one of the first openly gay men with HIV to appear in popular television, passed away in 1994 shortly after appearing on MTV’s The Real World: San Francisco. As a house guest, he educated a generation of viewers about living with HIV/AIDS and provided an unprecedented view into his life for millions. Zamora was a passionate advocate for federal HIV prevention and care programs and encouraged young people to become actively involved in the fight against HIV/AIDS. Zamora even served on the Board of Directors for AIDS Action before it merged with the National AIDS Fund to form AIDS United. It is in his spirit that the Pedro Zamora Public Policy Fellowship offers opportunities to advance and empower a new generation of advocates.
The Pedro Zamora Public Policy Fellowship prepares current students or recent graduates for a lifetime of social justice advocacy. Working closely with the AIDS United Policy Department, Zamora Fellows gain a professional understanding of HIV, advocacy, and public policy and practical advocacy experience in a supported environment.
- Provides logistical and technical support to member organization based Public Policy Council including
- note taking
- agenda creation
- meeting leadership
- calendar reminders
- additional tasks as assigned
- Develops and coordinates the production of written reports, briefs, and other materials on policy issues
- Writing articles for the weekly AIDS United Policy Update
- Assist in writing action alerts to appear on AIDS United website
- Attends meetings and briefings on Capitol Hill, and other related events, on behalf of AIDS United
- Support planning and logistics for our annual conferences, AIDSWatch and it’s counterpart events
- Additionally, AIDS United works with every Fellow to design and complete a capstone project that serves as a tangible result of their time at AIDS United that they can use as an example of their work (past examples include fact sheets, policy briefs, policy information events, etc.)
- Other duties as assigned.
To be considered for the Zamora Fellowship, you must be:
- A U.S. citizen or have secured the necessary visa prior to application
- A graduate, undergraduate, or recent graduate
- Available a minimum of 40 hours per week for 12-18 weeks
- Extension of fellowship by a further 12-18 weeks is possible under certain circumstances.
Successful applicants are:
- Passionate about public health, civil rights, social justice, harm reduction, and/or LGBTQ issues
- Team players
- Open-minded and have a positive attitude
- Determined in the face of challenges and creative in finding solutions
Preferred applicant experience/content knowledge
AIDS United is looking for candidates who want to make a difference! Candidates should have strong research, writing, and organizational skills. Our Fellows must be able to work independently in a fast-paced environment. Some familiarity with HIV-related issues and the legislative processes is preferred. People living with or affected by HIV and/or from communities disproportionately affected by HIV are strongly encouraged to apply.
Work is generally performed within the office environment or equivalent remote space, includes significant email, videoconferencing, and phone contact with staff, stakeholders and constituents. We are committed to an inclusive, transparent and collaborative culture.
Step 1: Complete the Pedro Zamora Public Policy Fellowship Application and supplemental materials including:
- Cover letter and resume
- Writing sample (3-4 pages)
- Supplemental essay responses (instructions on page 2 of application)
Step 2: Submit completed application materials to email@example.com.
Step 3: Application Review and Interview
If you have any questions/concerns, contact us at: firstname.lastname@example.org
A whistleblower as defined by this policy is an employee of AIDS United who reports an activity that he/she/they considers to be illegal or dishonest to one or more of the parties specified in this policy. The whistleblower is not responsible for investigating the activity or for determining fault or corrective measures; appropriate management officials are charged with these responsibilities.
Examples of illegal or dishonest activities are violations of federal, state or local laws; billing for services not performed or for goods not delivered; and other fraudulent financial reporting.
If an employee has knowledge of or a concern of illegal or dishonest fraudulent activity, the employee is to contact his/her immediate supervisor or the Vice President of Operations. The employee must exercise sound judgment to avoid baseless allegations. An employee who intentionally files a false report of wrongdoing will be subject to discipline up to and including termination.
Whistleblower protections are provided in two important areas — confidentiality and against retaliation. Insofar as possible, the confidentiality of the whistleblower will be maintained. However, identity may have to be disclosed to conduct a thorough investigation, to comply with the law and to provide accused individuals their legal rights of defense. The Organization will not retaliate against a whistleblower. This includes, but is not limited to, protection from retaliation in the form of an adverse employment action such as termination, compensation decreases, or poor work assignments and threats of physical harm. Any whistleblower who believes he/she/they is being retaliated against must contact the Vice President of Operations immediately. The right of a whistleblower for protection against retaliation does not include immunity for any personal wrongdoing that is alleged and investigated.
Defend Trade Secrets Act (DTSA) Compliance: “Immunity from Liability for Confidential Disclosure of a Trade Secret to the Government or in a Court Filing:
(1) Immunity—An individual shall not be held criminally or civilly liable under any federal or state trade secret law for the disclosure of a trade secret that—(A) is made—(i) in confidence to a federal, state or local government official, either directly or indirectly, or to an attorney; and (ii) solely for the purpose of reporting or investigating a suspected violation of law; or (B) is made in a complaint or other document filed in a lawsuit or other proceeding, if such filing is made under seal.
(2) Use of Trade Secret Information in Anti-Retaliation Lawsuit—An individual who files a lawsuit for retaliation by an employer for reporting a suspected violation of law may disclose the trade secret to the attorney of the individual and use the trade secret information in the court proceeding, if the individual—(A) files any document containing the trade secret under seal; and (B) does not disclose the trade secret, except pursuant to court order.”
All reports of illegal and dishonest activities will be promptly submitted to John Roane Jr., the Vice President of Operations, who is responsible for investigating and coordinating corrective action. However, if the intended report involves the Vice President of Operations, the matter should be reported to Jesse Milan Jr., the CEO. If the report involves the Vice President of Operations and the CEO, contact should be made to Dr. Robert Hilliard Jr., the Chair of the Board of Trustees.
Employees with any questions regarding this policy should contact the Vice President of Operations.