Emory

Program Assistant (NGO) - ETS

Job Number
82455
Job Type
Temporary Full-Time
Division
Affiliated Organizations
Department
Task Force for Global Health
This position may involve the following Health and Safety issues:
Not Applicable
Job Category
Business Operations
Location : Name
Task Force for Global Health
Campus Location (For Posting) : Location
US-GA-Decatur

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Description

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.

Job Duties and 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.
  • Provide administrative support to TEPHINET’s program operations including, but not limited to:
    • requesting invoices and supporting documentation from vendors using an established template
    • compiling, reviewing and reconciling receipts and supporting documentation for consultant and vendor invoices
    • reviewing incoming e-mails and voicemails and responding accordingly
    • proofreading documents and reports as requested
    • scheduling and monitoring attendee acceptances for meetings and conference calls
    • recording meeting minutes and developing summary reports
    • handling administrative and accounting responsibilities in support of the program
    • raising purchase orders for any procurement as needed for project(s) and coordinate shipment such that procured items are received by relevant recipients in a timely manner
  • Provide logistical support for TEPHINET domestic and international meetings, conferences and events, including, but not limited to:
    • 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 TEPHINET Sr. management
    • pre- and post-meeting communications to participants and updating work plans and timelines as needed
    • assisting in management of logistics support through the event management platform.
  • Provides administrative support to TEPHINET 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 the TEPHINET portion of the employee orientation
  • Scheduling and organizing staff meetings and taking minutes

Preferred Qualifications:

  • A bachelor's degree in a related field
  • Fluency in written and spoken Spanish
  • 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
  • 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


NOTE: This role will be granted the opportunity to work from home temporarily during the COVID-19 pandemic, with intent to return to an Emory University location in the future. Emory reserves the right to change this status with notice to employee.

 

 

Job Description General:

  • 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.

Minimum Qualifications General:

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

NOTE: This role will be granted the opportunity to work from home temporarily during the COVID-19 pandemic, with intent to return to an Emory University location in the future.  Emory reserves the right to change this status with notice to employee.

Emory Supports a Diverse and Inclusive Culture

To ensure the safety of our campus community, the COVID-19 vaccine is required. For more information on the University and Hospital policies and potential exemptions, please see our website.


Emory University is dedicated to providing equal opportunities and equal access to all individuals regardless of race, color, religion, ethnic or national origin, gender, genetic information, age, disability, sexual orientation, gender identity, gender expression, and veteran's status. Emory University does not discriminate in admissions, educational programs, or employment on the basis of any factor stated above or prohibited under applicable law. Students, faculty, and staff are assured of participation in University programs and in the use of facilities without such discrimination. Emory University complies with Executive Order 11246, as amended, Section 503 of the Rehabilitation Act of 1973, the Vietnam Era Veteran's Readjustment Assistance Act, and applicable executive orders, federal and state regulations regarding nondiscrimination, equal opportunity and affirmative action. Emory University is committed to achieving a diverse workforce through application of its affirmative action, equal opportunity and nondiscrimination policy in all aspects of employment including recruitment, hiring, promotions, transfers, discipline, terminations, wage and salary administration, benefits, and training. Inquiries regarding this policy should be directed to the Emory University Department of Equity and Inclusion, 201 Dowman Drive, Administration Building, Atlanta, GA 30322. Telephone: 404-727-9867 (V) | 404-712-2049 (TDD).


Emory University is committed to providing reasonable accommodations to qualified individuals with disabilities upon request. To request this document in an alternate format or to request a reasonable accommodation, please contact the Department of Accessibility Services at 404-727-9877 (V) | 404-712-2049 (TDD). Please note that one week advance notice is preferred.

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