Emory

Program Assistant| PHII

Job Number
91053
Job Type
Regular 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
Campus Location (For Posting) : City
Decatur
Location : Name
Task Force for Global Health

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Description

The Task Force for Global Health is an Emory University affiliate located in Decatur, GA. Its 16 programs and focus areas cover a range of global health issues including neglected tropical diseases, infectious diseases, vaccines, field epidemiology, public health informatics, health workforce development, and global health ethics. All our programs have an end goal in sight of eliminating diseases and protecting the health of populations. The Task Force for Global Health was recognized for its extraordinary contributions to alleviating human suffering with the 2016 Conrad N. Hilton Humanitarian Prize, the world's largest award of its kind. The Task Force is ranked among the largest nonprofits in the United States due to in-kind contributions of medicines and vaccines from major pharmaceutical companies valued at billions of dollars annually.

 

PHII BACKGROUND

The Public Health Informatics Institute is a program of the Task Force for Global
Health, a 501(c) 3 non-profit organization. Our staff is comprised of professionals in the areas of public
health, healthcare, information systems and communications—all well-versed in the current and
emerging issues facing public health. PHII is known for its expertise as a neutral convener of public
health professionals and their stakeholders, transforming health practitioners’ ability to apply
information effectively in order to improve health outcomes worldwide. Since 1992, PHII has assisted
public health organizations in defining and leveraging the power of information systems to meet public
health needs. For more information, visit our website at www.phii.org.

 

 

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.

 

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.

 

PRIMARY RESPONSIBILITIES:

 

Administrative Support:

  • Provides administrative support to PHII Leadership and Operations team including, but not limited to:
  • Initiating and tracking invoices for PHII third party contracts.
  • Requesting invoices and supporting documentation from vendors using an established template.
  • Maintaining PHII shared resources in Smartsheet, to include PHII staff directory, contractor directories, program subscriptions and licenses, project codes, etc.
  • Assists with TFGH/PHII new vendor registration and profile requirements for special projects and contracts.
  • Participates as a member of the PHII event planning culture committee.
  • Procurement of staff gifts as part of staff engagement, sympathy, and recognition.
  • Completes required TFGH/PHII paperwork to become eligible vendor for contracting for contracting with State and local Health Departments and other partners.
  • Maintains PHII files and book collection including our Library.
  • Recording meeting minutes and developing summary reports.
  • Handling administrative and invoice processing in support of the program.
  • Ordering supplies, books, and office equipment for staff.
  • Scheduling meetings and special events across staff calendars.
  • Organizing monthly staff meetings and taking minutes.
  • Ordering and coordinating food delivery for business meetings.
  • Maintaining licenses for PHII shared online tools and accounts.
  • Assists with identifying new business development opportunities by monitoring key websites for funding announcements related to public health informatics capacity building opportunities.
  • Creates and updates customer contact information as needed.


Logistical support:

  • Coordinate logistical support for PHII staff attending domestic and international meetings, conferences and events, including, but not limited to:
  • travel and lodging arrangements for program staff, meeting participants, consultants and other customers; group conference registration.
  • Assists staff with travel authorization, travel expense and credit card expense reports and associated reimbursements.
  • Assist the Operation team on collaborating with venues on catering arrangements and configuring meeting spaces; pre- and post-meeting communications to staff and meeting participants.
    Updating meeting-specific work plans and timelines as needed.

Meeting Support

  • Coordinates scheduling of events and calendars across PHII.
  • Coordinates the planning, implementation of PHII-wide activities and events including evaluating the events.
  • Assists Associate Dir of Business Operations on all team face-to-face meetings (including workgroup meetings); works with team on all meeting logistics planning and coordination, budgeting, travel coordination and close out as needed.
  • Assists Associate Dir of Business Operations with hotel and meeting site event coordinators including creation of, approval of, monitoring of, and closeout of all contracts.
  • Identifies and resolves contract discrepancies as needed.
  • Also includes coordinating all aspects of meeting services such as ground transportation, dinners, and special requests.

OTHER RESPONSIBILITY:

 

  • 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/or international travel

 

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 remote work 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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