Planning Council Support Specialist, Ryan White

About the job

Introduction

The City of New Haven Health Department is seeking a highly organized, collaborative, and community-minded professional to serve as its Planning Council Support Specialist for the Ryan White HIV/AIDS Program.

This position offers a unique opportunity to support meaningful public health initiatives that improve access to essential HIV care and services throughout the community. Working closely with Planning Council leadership, public health professionals, community organizations, and individuals with lived experience, the successful candidate will coordinate Council operations, facilitate community engagement, support strategic planning activities, and help ensure compliance with federal program requirements.

The ideal candidate will bring strong organizational, communication, and project coordination skills, along with a commitment to inclusive community participation and effective public health planning. Experience supporting advisory boards, coordinating diverse stakeholders, or working with public health programs is particularly valuable.

If you are passionate about public service, skilled at bringing people and ideas together, and interested in making a meaningful impact on community health, we encourage you to apply!

PRIMARY FUNCTIONS

This is a full-time position with the New Haven Health Department responsible for providing comprehensive administrative, operational, and strategic support to the Ryan White Part A Planning Council, in accordance with Health Resources and Services Administration (HRSA) legislative and programmatic requirements. The Coordinator supports the Planning Council’s ability to carry out its legislatively mandated responsibilities, including priority setting and resource allocation, integrated/comprehensive planning activities, membership recruitment and support, consumer engagement, needs assessment activities, and committee coordination.

This position is administratively housed within the recipient office and functions as dedicated support to the Planning Council, with Planning Council leadership providing input regarding work priorities, annual planning activities, committee support needs, and Council operations.

Additional Information This position is funded through the Ryan White HIV/AIDS Program Part A administrative budget and supports the legislatively mandated functions of the Planning Council. The role does not participate in recipient procurement decision-making or subrecipient selection activities.

Hybrid remote work options for some aspects of the work may be available once work routine are established.

TYPICAL DUTIES AND RESPONSIBILITIES

Planning Council Operations and Support

Coordinates and supports all Planning Council, Executive Committee, and standing committee meetings. Prepares and distributes meeting agendas, minutes, packets, reports, presentations, and supporting materials. Maintains Planning Council records, bylaws, policies, membership files, attendance records, and official documentation. Tracks committee activities, action items, deliverables, and annual workplan progress. Ensures compliance with open meeting requirements, quorum tracking, conflict of interest procedures, and applicable governance standards.

Strategic Planning and Legislative Responsibilities

Supports Planning Council activities related to priority setting and resource allocation (PSRA). Assists with coordination of integrated/comprehensive HIV planning activities aligned with Ending the HIV Epidemic initiatives and Ryan White Part A requirements. Coordinates needs assessment activities, consumer input processes, and community engagement efforts. Assists in the development and monitoring of annual planning goals, objectives, and implementation activities. Supports the Planning Council’s assessment of the administrative mechanism and other legislatively required activities.

Membership and Consumer Engagement

Coordinates membership recruitment, onboarding, orientation, and retention activities. Maintains membership composition documentation to support HRSA reflectiveness requirements. Supports consumer engagement efforts and facilitate participation of people with HIV in Planning Council activities. Coordinates member trainings, educational opportunities, and technical assistance activities.

Data, Reporting, and Coordination

Works collaboratively with recipient office staff to compile and organize epidemiologic, utilization, quality, and service data for Planning Council review and decision-making. Prepares reports, summaries, presentations, and planning documents for Planning Council use. Supports communication and coordination between the recipient office, Planning Council leadership, subrecipients, and community partners. Assists with HRSA monitoring preparation and documentation related to Planning Council activities.

Administrative Responsibilities

Coordinates meeting logistics, scheduling, public notices, virtual meeting platforms, travel arrangements, and related operational functions. Maintains calendars, timelines, and planning schedules for annual Planning Council activities. Monitors Planning Council support budgets and administrative expenditures as assigned. Performs related duties as required to support effective Planning Council operations.

Performs related work as required.

EDUCATION, QUALIFICATIONS & EXPERIENCE

Bachelor’s degree in Public Health, Public Administration, Social Work, Healthcare Administration, Non-Profit Administration, or a related field; and 3 years of progressively responsible administrative, public health, or program coordination work experience.

In lieu of a college degree, an additional 4 years of closely related work experience may be considered.

KNOWLEDGE, EXPERIENCE, SKILLS & ABILITIES

Knowledge of HIV/AIDS programs, Ryan White legislation, public health systems, and community-based planning. Knowledge of HRSA Ryan White Part A legislative requirements and Planning Council responsibilities. Ability to accurately interpret and apply federal guidance, policies, procedures, and planning requirements. Experience supporting boards, commissions, advisory groups, or Planning Councils. Experience working with federally funded public health or healthcare programs. Experience coordinating community engagement, coalition-building, or stakeholder participation activities. Experience preparing compliance documentation, monitoring materials, reports, or grant-related records. Experience working with public health data, community assessments, strategic plans, or quality improvement activities. Experience collaborating with diverse populations, including individuals with lived experience. Experience with public speaking and presentation skills sufficient to participate in meetings, facilitate discussions, and support stakeholder engagement activities. Ability to organize and coordinate complex meetings, committees, projects, and multi-stakeholder activities. Ability to facilitate collaboration, consensus-building, and inclusive participation among multidisciplinary stakeholders. Ability to maintain confidentiality, neutrality, and professionalism while working collaboratively with Planning Council leadership, recipient staff, subrecipients, community members, and other partners. Ability to work independently while managing multiple assignments and competing priorities in a fast-paced public health environment. Ability to prepare professional agendas, minutes, reports, presentations, summaries, planning documents, and other official records with a high degree of accuracy and attention to detail. Ability to interact in a non-judgmental manner with culturally diverse populations and persons experiencing a wide range of medical social conditions. Strong time and project management skills including organization, prioritization, and multitasking. Ability to communicate in a professional manner with the public and community partners. Proficiency with Microsoft Office for creating items such as documents, reports, spreadsheets, and maintaining databases or records management systems. Competency in using email clients (e.g., Outlook, Gmail), calendar applications, and collaboration tools (e.g. Teams, Zoom) for scheduling, managing correspondence, and participating in remote meetings.

NECESSARY SPECIAL REQUIREMENTS

Must have and maintain a valid CT drivers’ license. Flexibility of schedule, this position may occasionally require work to be performed outside of the traditional 9-5 schedule.

PHYSICAL REQUIREMENTS & WORKING CONDITIONS

Physical Requirements

Amount of Time

Working Environment

Amount of Time

None

Under 1/3

1/3 to 2/3

Over 2/3

None

Under 1/3

1/3 to 2/3

Over 2/3

Stand

X

Wet / humid conditions (non-weather)

X

Walk

X

Work near moving mechanical parts

X

Sit

X

Work in high, precarious places

X

Touch, handle, or feel

X

Fumes / airborne particles

X

Reach with hands & arms

X

Toxic / caustic chemicals

X

Climb or balance

X

Outdoor weather conditions

X

Stoop, kneel, crouch, or crawl

X

Extreme cold (non-weather)

X

Talk or hear

X

Risk of electrical shock

X

Taste or smell

X

Work with explosives

X

Risk of radiation

X

Lifting or force to be exerted?

Vibration

How much and how often?

Amount of Time

Utilizes computer workstation  & office equipment

X

None

Under 1/3

1/3 to 2/3

Over 2/3

Customer / employee interaction (face-to-face)

X

Up to 10 pounds

X

Exposure to communicable illness

X

Up to 25 pounds

X

Up to 50 pounds

X

Up to 75 pounds

X

Up to 100 pounds

X

More than 100 pounds

X

Duties are primarily performed in an administrative/office environment and involve regular interaction with clients and community members. The position may involve incidental exposure to communicable illnesses in the course of client and community interactions.

SALARY, BARGAINING UNIT & TERMS OF EMPLOYMENT

This is a Special Fund, 'Non-Tested' position. This position is included in a collective bargaining agreement with Local 3144, American Federation of State, County and Municipal Employees. Bargaining agreements are available to review HERE.

Benefit Information Employees become eligible to participate in the Medical & Dental benefit plan provided for members of Local 3144. Employees may elect a medical plan including prescription drug and dental coverage, for which employees must contribute a portion of the premium cost. Benefit information can be found online HERE, under the Local 3144 Management & Professional banner. Eligible employees receive paid vacation, paid sick days, paid personal days, and paid holidays. Term Life Insurance of $20,000 is provided at no cost to the employee. Short-Term Disability coverage is also provided at no cost to the employee.

Special Funded employees shall not be covered by the City pension but shall continue to be covered by Social Security; they are eligible to participate in a 457 Plan, which includes a city match of contribution up to 3% of salary. Employees become 100% vested at three years.

The City of New Haven does not sponsor employment visas. All applicants must have current authorization to work in the U.S. without employer-sponsored visa support.

Employment is contingent upon the successful completion of: (1) a pre-employment background check, (2) a pre-employment physical examination, including pre-employment drug screening in accordance with the City’s Drug Free Workplace Policy*, and (3) a 90-day probationary period. Instructions and information on this pre-employment process are included in Conditional Offer of Employment.

Pursuant to the Federal Drug Free Workplace Act of 1988, The City of New Haven has a adopted a Drug Free Workplace Policy. The City of New Haven requires a pre-employment drug test, which includes screening for marijuana.

Selection Plan

Applications will be reviewed by the Department of Human Resources. Applicants must demonstrate that they meet the minimum requirements as listed within the job description; failure to do so may result in disqualification.

It is critical that you complete the application thoroughly, as the information you provide will be used to ascertain if you are eligible to move forward in the selection process, and in some cases, this information may be used to determine the eligibility list. A hiring decision may be made prior to the removal of the job posting.

Information regarding the employment and selection process can be found HERE.

Please note that the only method of communication with applicants for this position will be by email. You must provide a valid, working email address and you will need to monitor your email, including spam/junk folders, for correspondence from the New Haven Human Resources Department.

We reserve the right to extend an application deadline or close a job posting early to ensure we can attract and identify the best candidate(s) for a position.

Conclusion

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