United States of America: TEPHINET Program Assistant

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.

*BACKGROUND: The principal mission of the TEPHINET is: To strengthen international public health capacity through initiating, supporting, and networking of field-based training programs that enhance competencies in applied epidemiology and public health practice. In addition to this mission, TEPHINET provides administrative and management support to many international public health projects, some of which are related to the field epidemiology training programs. The Program Assistant (PA) will support the activities of TEPHINET by providing programmatic assistance related to the mission and administration of the international projects.

PRIMARY RESPONSIBILITIES:

· Provide logistical support for TEPHINET domestic and international meetings, conferences and events, including, but not limited to:

o travel and lodging arrangements for participants;

o collaborating with venues on catering arrangements and configuring meeting spaces;

o formatting, compiling and disseminating meeting materials;

o updating and maintaining the budget using an established template in collaboration with TEPHINET Sr. management;

o pre- and post-meeting communications to participants and;

o updating work plans and timelines as needed.

· Provide administrative support to TEPHINET’s program operations including, but not limited to:

o compiling, reviewing and reconciling receipts and supporting documentation for consultant and vendor invoices;

o Requesting payments from vendors using an established template;

o reviewing incoming e-mails and voicemails and responding accordingly;

o proofreading documents and reports as requested;

o scheduling and monitoring attendee acceptances for meetings and conference calls;

o recording meeting minutes and developing summary reports;

o handling administrative and accounting responsibilities in support of the program;

o coordinating program members domestic and international travel arrangements by preparing travel authorization request forms, expense reports, booking, processing travel advances and monitoring reimbursements and;

o updating and maintaining TEPHINET’s budget, and expense items for basic operations and activities of government-funded projects in collaboration with TEPHINET Sr. management.

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

TRAVEL: Less than 10 % domestic and international travel

MINIMUM QUALIFICATIONS: A Bachelor's degree, or a high school diploma or equivalent and five years of administrative experience. Proficiency with various personal computer software applications.

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 government funded public health 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.

· Able to follow established business processes to ensure efficient completion of work.

· Excellent written and verbal communication in English.

· Fluency in written and spoken Spanish.

· Proficiency with Microsoft Office applications and Gmail. *

All qualified candidates must apply through the Emory University career website

www.emory.jobs

*Requisition #64661BR** <