Community Based Services Associate

Job Description:

The Community-Based Services Associate (CBSA) serves as an essential administrative and operational resource for the Center for Key Populations (CKP). The CBSA provides administrative support, facility coordination, fleet management assistance, and operational support to ensure the efficient delivery of Community-Based Services programs.

The CBSA serves as the first point of contact for clients, community partners, and visitors at the CKP building located at 631 Main Street, Middletown, CT, ensuring a welcoming, safe, and professional environment. The position works collaboratively with Community-Based Services staff, Outreach Coordinators, Medical Case Managers, Program Coordinators, and leadership to reduce barriers to care and support access to medical, behavioral health, dental prevention, and social service programs.

The CBSA also supports special projects, program operations, and quality improvement initiatives as assigned by management.

ROLE AND RESPONSIBILITIES

Community-Based Services Program Support:

·       Provide administrative and operational support to all Center for Key Populations (CKP) programs.

·       Monitor the CKP reception area and notify staff when clients, visitors, or community partners arrive.

·       Enter HIV Routine Testing data into the CDC Secure Access Management Services (SAMS) Portal accurately and within required reporting timelines.

·       Assist with data entry, monitoring, tracking, and documentation to support program reporting and compliance.

Collaboration:

·       Work collaboratively with Community-Based Services Outreach Coordinators, Medical Case Managers, Program Coordinators, and other CHC staff.

·       Participate in staff meetings, program meetings, organizational meetings, trainings, and community meetings as assigned.

• Support departmental quality improvement initiatives and organizational goals.

·       Foster positive working relationships with internal departments and external community partners.

Customer Service:

·       Provide exceptional customer service to clients, visitors, and community partners.

·       Assist individuals in accessing Community Health Center services and providing information regarding available programs and community resources.

·       Maintain professionalism, cultural sensitivity, and confidentiality in all interactions.

Client Engagement:

·       Assist with community engagement and client outreach initiatives.

·       Support outreach staff in connecting clients to healthcare and supportive services.

·       Coordinate referrals to:

o   Medical Care

o   Ryan White Services

o   Behavioral Health

o   Dental

o   PrEP Services

o   HIV/HCV Testing

o   Housing Resources

o   Food Assistance

o   Transportation

·       Follow up on referrals as appropriate to promote successful linkage to care.

Facility Operations:

·       Assist with the daily operations of the CKP facility.

·       Coordinate facility maintenance requests and communicate building concerns to appropriate departments.

·       Monitor building safety and report hazards or maintenance issues immediately.

·       Maintain office supply inventory and ensure all work areas remain adequately stocked.

·       Coordinate routine equipment maintenance and repair requests.

·       Serve as the CKP Safety Officer by completing required safety inspections and supporting compliance with organizational safety policies and procedures.

Fleet and Mobile Health Unit Support:

Assist in coordinating vehicle schedules and fleet operations for Community-Based Services programs, including:

·       Community-Based Services Program

·       Wherever You Are (WYA) Program

·       Ryan White Program

·       Farmers Program

·       New Horizons Program

·       Mobile Health Units

Responsibilities include:

·       Scheduling vehicle use and coordinating transportation needs.

·       Monitoring vehicle maintenance schedules and reporting maintenance concerns.

·       Maintaining vehicle logs, mileage records, and required documentation.

·       Assisting with coordination of Mobile Health Unit operations as assigned.

Community outreach events:

·       Assist with community outreach events, health fairs, educational programs, and special events.

·       Coordinate event logistics, including scheduling and site preparation.

·       Assist in securing event locations and confirming community partnerships.

·       Prepare outreach materials, educational resources, and event supplies.

·       Coordinate transportation, equipment, and event setup.

·       Maintain outreach supply inventory and ensure educational materials are readily available.

·       Track referrals, follow-up activities, and program performance metrics.

·       Maintain community resource directories and program contact lists.

Donations and Inventory Management:

·       Maintain inventory of donated items and program supplies.

·       Coordinate the receipt, storage, organization, and distribution of donated items.

·       Arrange the mailing, delivery, or pickup of donated items for patients, as appropriate.

·       Respond to donation inquiries received through the website, telephone, or community partners.

·       Prepare donor acknowledgment letters and maintain donation documentation.

·       Assist in identifying donation opportunities through community outreach and social media, as directed.

Mail and Supply Coordination:

·       Retrieve and deliver departmental mail between CKP and CHC administrative offices.

·       Maintain adequate inventory of office and program supplies.

• Distribute supplies throughout the CKP building as needed.

·       Coordinate supply orders to ensure uninterrupted program operations.

Additional Responsibilities:

• Work a flexible schedule, including evenings and weekends, as required.
• Promptly report operational, safety, or program concerns to the supervisor.
• Assist with special projects, departmental initiatives, and organizational priorities as assigned.
• Perform other duties as assigned to support Community-Based Services and organizational operations.

QUALITFICATIONS AND PREFERRED SKILLS:

Education

·       High school diploma or equivalent and some college coursework required. Associate’s degree in Human Services, Social Services, Business Administration, Healthcare Administration, or a related field preferred.

Experience

·       Minimum of one (1) year of experience in human services, healthcare, community services, or administrative support required.

·       Experience working with underserved or vulnerable populations preferred.

·       Knowledge, Skills, and Abilities

·       Excellent customer service and interpersonal skills.

·       Strong written and verbal communication skills.

·       Proficiency with Microsoft Office applications and electronic systems.

·       Strong organizational and time management skills.

·       Ability to prioritize multiple tasks in a fast-paced environment.

·       Attention to detail and accuracy.

·       Ability to work independently and as part of a multidisciplinary team.

·       Ability to maintain confidentiality in accordance with HIPAA and CHC policies.

·       Reliable transportation and ability to travel to CHC sites and community events as needed.

PHYSICAL REQUIREMENTS/WORK ENVIRONMENT:

·       Frequently sit, stand, walk, bend, and reach throughout the workday.

·       Frequently use computers, telephones, and other office equipment.

·       Occasionally lift and carry up to 25 pounds.

·       Travel between CHC sites and community locations as required.

·       Work in both office and community settings.

·       Occasional evening and weekend work may be required.

WORK SCHEDULE DEMANDS:

·       Standard weekly work schedule is based on program and client service needs.

·       Occasional weekend availability may be required for outreach activities, transportation support, community events, or special program activities.

·       At times, the Community-Based Services Support Staff may need to begin the workday earlier or remain later than scheduled to accommodate client appointments, transportation needs, or urgent service coordination.

·       The program may provide schedule flexibility when operationally appropriate and aligned with client needs and program coverage.

·       Attendance at required trainings, staff meetings, and community events is expected.

Confidentiality of Information

Confidentiality of business information is a requirement.  Confidentiality must be maintained according to CHC policies

Organizational Summary:

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Compensation and Benefits:

At Moses/Weitzman Health System, we are committed to supporting the health, well-being, professional growth, and financial security of our employees. Eligible employees may have access to a comprehensive total rewards package that can include competitive compensation, health and wellness benefits, retirement savings opportunities, paid time off, professional development and tuition assistance programs, employee assistance resources, flexible work arrangements where applicable, and other company-sponsored benefits. Specific benefit offerings and eligibility requirements may vary based on position, work location, scheduled hours, and applicable plan terms. Learn more about our benefits and career opportunities on our Careers website.