Planning Council Support Specialist

OVERALL PURPOSE OF THIS ROLE: 

To provide administrative assistance and communications support to the planning body for the Orlando Service Area (Brevard, Lake, Orange, Osceola, & Seminole).

KEY ACCOUNTABILITIES:

1. Provide routine secretarial support for the Planning Council Support including: word processing, printing, copying, faxing, filing, publishing and mailing of correspondence. 
2. Generate, edit and share daily social media content (original text, images, video, or HTML) that is creative, engaging, builds meaningful connections, and encourages members to take action. 
3. Build and execute social media strategy for increasing online engagement through e-mail, newsletters, texting, and the Planning Council website.
4. Monitor approved planning body communication channels for public comment, letters of support requests, and new member applications. 
5. Transcribe and distribute meeting minutes at planning body, committee, provider, and other applicable meetings. 
6. Coordinate with planning body members to obtain approvals and ensure receipt of planning body meeting materials to the designated County representative.
7. Maintain copies of all written and electronic records, including meeting notices, monthly calendars, minutes, audio recordings, and attendance sheets.
8. Update the monthly attendance roster for all planning body meetings and generate data for internal volunteer engagement reporting. 
9. Coordinate all meetings affiliated with the Planning Council Support including preparation of materials, reserving meeting rooms, meeting room set-up/clean-up, ordering food, securing vendors, and coordinating transportation for planning body members.
10. Maintain an e-mail/distribution list of local service providers, members of the public, and Planning Council members for distribution purposes
11. Develop staff reports and prepare consolidation of reports for use by appropriate staff, consultants, and other interested parties. 
12. Identify and schedule presenters for the Ryan White Community Meeting on topics relevant to people with HIV and issues impacting the system of care. 
13. Provide support to the Planning Council for events, outreach, and recruitment activities. 
14. Aid in the preparation of the annual data presentation, priority setting, and resource allocation process for the Orlando Service Area.
15. Respond to requests for information from the public pertaining to Planning Council business.
16. Assist the Planning Council Support Manager and Coordinator with providing technical assistance to planning body members as needed.
17. Maintain inventory of all Planning Council Support supplies.
18. Assist the Planning Council Support Coordinator with maintaining Planning Council member’s conflicts of interest and with the completion of planning body member appointment process and reappointment process.
19. Identify, oversee, and/or support innovative special projects that enhance the productivity and efficiency of the Planning Council, department and organization. 
20. Contribute to the overall organizational success by performing other duties and responsibilities as assigned.

ATTRIBUTES & BEHAVIORS:

• Mission Focused: Create real social change that leads to better lives and healthier communities.
• Relationship-Oriented: Cultivate and manage relationships toward a common goal.
• Collaborator: Understand the roles and contributions of all sectors of the community and can mobilize resources through meaningful engagement.
• Results-Driven: Dedicated to shared and measurable goals for the common good; creating resourcing, scaling, and leveraging strategies and innovations for broad investment and impact.
• Brand-Steward: Steward of the brand and understands the role in growing and protecting the reputation and results of HFUW and the greater network.

EDUCATION AND EXPERIENCE:

1. High school diploma or equivalent. Associate’s degree preferred.
2. At least two years of experience performing administrative tasks preferred. 
3. Intermediate proficiency using computer applications such as Microsoft Word, Excel, Power Point, Outlook, Microsoft Teams, SharePoint, and WebEx. 
4. Ability to record/transcribe clear and concise minutes.
5. Excellent writing, editing, presentation and communication skills.
6. Experience working with social media and WordPress preferred.
7. Prior experience with HIV/AIDS related organizations preferred.
8. Knowledge of HIPAA guidelines preferred.
9. Positive attitude, detail and customer-oriented with good multi-tasking and organizational ability.
10. Ability to handle multiple high volume tasks or projects.
11. Ability to work alternate schedules which may include evenings and weekends.

PHYSICAL DEMANDS:

Physical demands include sitting or standing for extended periods of time, bending, occasional lifting of items weighing up to approximately 25 pounds, regularly moving throughout the building between floors, traveling to outside meetings, regular use of standard office equipment such as the telephone, copier, fax and computer. Demands also involve protracted concentration.  Reliable transportation and valid driver’s license required.  Job involves frequent interactions with internal and external customers, and routinely intense public contact.