Programs Assistant

West Cancer Foundation

Reports To: Vice President, Operations

FLSA Status: Non-Exempt

Pay range: $22 - $24 / hour

About Us:

West Cancer Foundation is dedicated to advancing the fight against cancer by providing patient resources to improve treatment and recovery, early detection, and education to reduce critical cancer outcomes, and community-based research to improve health inequities. The Memphis-based nonprofit was founded in 2020 and is committed to developing collaborative partnerships and innovative patient-centered initiatives that remove barriers to cancer care. West Cancer Foundation’s mission is to break through barriers to cancer care and improve patient outcomes by providing accessible patient resources, early detection and education, and community-based research.

Position Summary:

We are searching for a full-time Programs Assistant to support with West Cancer Foundation’s outreach programs and outreach team. This position is responsible for providing general administrative support as needed. This person will assist with the transportation, breast screening, post-mastectomy and lymphedema programs and will be responsible for a variety of administrative and clerical tasks. This person must be self-motivated and enthusiastic about the work of WCF. In addition, this person must be community minded, possess a passion for our mission, and have the ability to convey compassion. To be successful on this team, this person must have a strong desire to have a direct impact on our community and health outcomes as it relates to our mission. 

Responsibilities:

• Provide administrative duties to support all programs’ work.
• Answering phone calls and emails as needed.
• Communicate between program participants and managerial staff.
• Maintain inventory of all programs related materials and collateral.
• Prepare materials, locations, and presentations for Director of Community Engagement and Outreach’s meetings.
• Enter community contacts and partners in CRM (Virtuous).
• Cross-trained on all programs.
• Welcome visitors to the office and at off-site meetings.
• Manage WCF transportation program assisting and scheduling patients rides.
• Enter patient information and other necessary data in RideHealth, WCF’s transportation program/database to schedule transportation for patients.
• Assist outreach team with qualifying patients for screening mammograms.
• Submit qualified applicants in-take forms or vouchers to contracted vendors.
• Ensure all documentation for outreach programs, including intake forms, vouchers, and email requests are properly completed and stored per IRS guidelines.
• Qualify participants for outreach programs per guidelines set by WCF, IRS nonprofit regulations, and Medicare/Medicaid.
• Use translation services to aid in communication with non-English speaking patients.
• Manage the Sweet Wig Beauty Boutique by scheduling appointments and assisting patients in selecting a wig and/or hats and headscarves.
• Enter patient information and store data for wig patients.
• Complete all other duties as assigned.

Minimum Requirements and Qualifications:

• Minimum two year’s administrative or customer service experience in health-related and/or nonprofit field
• Prior success working closely and building relationships with diverse groups of people and volunteers
• Must be detail oriented and organized
• Excellent oral and written communication skills
• Excellent organizational skills with ability to work independently
• Excellent customer service skills with the ability to establish rapport with program participants of various backgrounds
• Must be able to communicate with all levels of constituents including underserved individuals, volunteers, community leaders, board members, vendors, and medical professionals
• Ability to juggle multiple priorities simultaneously
• Computer experience with the ability to learn new applications and programs quickly
• Must be proficient in Microsoft Office Programs (Outlook, Word, Excel, etc.)

Preferred Qualifications:

• Bilingual in English and Spanish
• Experience in non-profit Constituent Relationship Management software/programs
• Experience with wide assortment of non-profit events, such as galas, athletic events, EOY campaigns, and corporate employee giving campaigns
• Experience with community outreach programs for the uninsured and underinsured
• Understanding of Federal Poverty Level Guidelines and eligibility for Medicare and Medicaid
• Experience with AirTable, a task and team management cloud-based platform

Work Environment / Physical Demands / Travel:

• Typical office environment with moderate noise level
• Ability to work a flexible schedule, to include evenings and weekends
• Valid driver’s license and reliable transportation
• Ability to stand, walk, reach, climb or balance, stoop or crouch, hand/wrist use, talk, see, and hear for extended periods of time
• Ability to lift up to 50lbs. 
• Ability to work in a fast-paced environment
• Must possess outgoing, positive personality
• Must work well in a team setting