Prevention and Outreach Administrator

Prevention and Outreach Administrator# Prevention and Outreach Administrator Tuscaloosa - Tuscaloosa, AL 35401## Overview Level Entry Position  Type Full Time## Description

Position Title:

Prevention and Outreach Administrator

Reports To:

Chief Prevention and Outreach Officer (CPOO)
Position

Purpose:

The Prevention & Outreach Administrator provides department-wide administrative, financial, operational, and program coordination support for the Prevention & Outreach Department across Alabama and Mississippi. This position serves as the primary administrative resource for departmental leadership by coordinating reporting activities, monitoring budgets and grant expenditures, supporting purchasing and inventory management, and facilitating departmental communication. The position also provides health education, resource navigation, and outreach support through Five Horizons' partnership with the New Heights Community Resource Center.

Responsibilities:

Administrative & Program Support
· Serve as the primary administrative support resource for the Prevention and Outreach Department.
· Prepare agendas, record meeting minutes, and distribute follow-up action items for departmental and funder meetings
· Track staff training, certifications, and compliance requirements.
· Maintain systems to track grant-funded activities, expenditures, and performance measures for Prevention and Outreach programs.
· Assist in developing and updating departmental protocols, standard operating procedures (SOPs), and policies to ensure consistency and compliance with agency and funder requirements.
· Assist in tracking, updating, and maintaining current MOUs with community partners and service providers.
· Serve as the primary liaison between Prevention & Outreach and the Marketing Department for promotional materials, educational resources, outreach campaigns, and event collateral.
· Assist with planning and coordination of large-scale outreach events, retreats, trainings, and departmental meetings.
· Assist with purchase orders, invoices, procurement requests, and financial documentation.
· All other duties as assigned by the CPOOData and Reporting
· Assist departmental leadership with compiling data for grant reports, dashboards, and performance metrics.
· Coordinate collection and organization of supporting documentation required for grant reporting.
· Support the Chief and Assistant Chief with monitoring reporting deadlines.
· Maintain confidential client and program files in accordance with HIPAA and agency policies.
· Maintain organized electronic and physical files of grant correspondence, contracts, and supporting documentation for monitoring and audit purposes.

Financial
· Monitor real-time Point of Service (POS) activity and Prevention & Outreach grant expenditures.
· Assist departmental leadership with tracking grant spend-down and budget utilization.
· Work collaboratively with the Finance, Research, and Development teams to ensure grant budgets remain accurate and expenditures align with approved workplans.
· Maintain departmental budget tracking tools and expenditure reports.
· Participate in grant implementation meetings and assist with documenting action items and deliverables.
· Coordinate system-wide ordering and distribution of HIV/STI/HCV testing supplies, prevention materials, educational resources, incentives, and outreach supplies.
· Monitor inventory levels across all Prevention & Outreach locations.
· Coordinate vendor orders and supply requests.

New Heights Health Education & Outreach
· Maintain a regular Prevention & Outreach presence at the New Heights Community Resource Center in accordance with agency and partnership expectations.
· Provide evidence-informed sexual health education sessions for students, parents,…