Program Assistant | Non-Government Organization

Program Assistant | Non-Government Organization

Job summary

Description

The Center for Vaccine Equity (CVE) works to assure all people have equal access to life-saving vaccines by expanding availability, supporting vaccine impact studies, and building delivery systems that facilitate access in developing countries. CVE also serves as Secretariat for a number of global health partnerships that advance this mission. The Respiratory Virus Prevention Branch houses programs and initiatives that are intended to reduce the disease and societal consequences of respiratory virus infections, epidemics and pandemics. It focuses on creating access to life-saving vaccines and pandemic planning.

 

JOB DESCRIPTION:

 

  • Provides administrative and logistical support for projects, initiatives, and programs within an NGO environment.
  • Assists assigned managers and team members by maintaining calendars, receiving and composing communications as correspondence, and replies to inquiries.
  • Handles preparations, scheduling, logistics, and other various requirements for domestic and international travel.
  • Drafts contracts, budgets, and donor reports with direction from manager.
  • Processes financial documents including contracts, expense reports, invoices, etc.
  • Writes routine reports and correspondence, and assists with the development of project/program materials.
  • Organizes meetings and events.
  • Works with and maintains data management and filing for projects/program.
  • Serves as an administrator of work product with other programs/departments, i.e. finance, program development, public information, etc.
  • Liaises and communicates with project consultants and field office staff, providing logistical and administrative support, as directed.
  • Conducts research and provides support to one or more staff members in regards to project and programmatic efforts.
  • May supervise work study students and volunteers. Performs other related duties as required.

 

PRIMARY RESPONSIBILITIES:

  • Provides administrative support to RVP leadership and operations teams including, but not limited to:
  • Initiating and tracking invoices for RVP program subawards;
  • Requesting invoices and supporting documentation from vendors using an established template;
  • Compiling, reviewing and reconciling receipts and supporting documentation for consultant and vendor invoices;
  • Assisting with TFGH/RVP new vendor registration and profile requirements for special projects and contracts;
  • Proofreading documents and reports as requested;
  • Recording meeting minutes;
  • Scheduling and monitoring attendee acceptances for meetings and conference calls;
  • Scheduling meetings and special events across staff calendars;
  • Organizing monthly staff meetings and taking minutes;
  • Ordering and coordinating food delivery for business meetings; an
  • Ocreating and updating customer/partner contact information as needed.
  • OProvides support for travel expense reporting process for the RVP and CVE Director and CVE Sr. Deputy Director
  • Provides logistical support for RVP programs’ domestic and international meetings, conferences and events, including, but not limited to:
  • Making travel and lodging arrangements for participants;
  • Collaborating with venues on catering arrangements and configuring meeting spaces;
  • Formatting, compiling and disseminating meeting materials;
  • Updating and maintaining the budget using an established template in collaboration with RVP Senior management;
  • Disseminating pre- and post-meeting communications to participants;
  • Updating work plans and timelines as needed; and
  • Assisting in management of logistics support through the event management platform.
  • Coordinates logistical support for RVP staff attending domestic and international meetings, conferences and events, including, but not limited to:
  • Making travel and lodging arrangements for program staff, meeting participants, consultants and other customers;
  • Arranging group conference registration
  • Assisting the Operations team on collaborating with venues on catering arrangements and configuring meeting spaces;
  • Disseminating pre- and post-meeting communications to staff and meeting participants;
  • Updating meeting-specific work plans and timelines as needed;
  • Provides administrative support to RVP office operations including, but not limited to:
  • Ordering supplies and equipment;
  • Initiating on-boarding process for new employees which includes submitting IT requests and preparing employee orientation schedule.

 

OTHER RESPONSIBILITIES:

  • Participates fully as a member of the Task Force for Global Health by contributing, assisting and participating in projects, activities, and initiatives as requested by management

 

PREFERRED QUALIFICATIONS:

 

  • A Bachelor's degree in a related field.
  • Prior experience working in an international organization.
  • Prior domestic and international meeting logistics experience.
  • Experience with domestic and international donor funded projects.
  • Demonstrated ability to work effectively independently or as part of a team.
  • Demonstrated ability to manage time and prioritize tasks to ensure completion by deadlines.
  • Ability to pay close attention to detail.
  • Able to follow established business processes to ensure efficient completion of work.
  • Excellent written and verbal communication in English.
  • Proficiency with Microsoft Office applications and Gmail.
  • Experience with SmartSheets

 

MINIMUM QUALIFICATIONS:

  • A high school diploma or equivalent AND five years of administrative experience, OR a bachelor's degree. Proficiency with various personal computer software applications.

 

NOTE: This role will be granted the opportunity to work from home regularly but must be able to commute to Emory University on a flexible weekly schedule based upon business needs.  Schedule is based on agreed upon guidelines of department of work.  Emory reserves the right to change remote work status with notice to employee.