Junior Program Assistant

Apply Here

Job Location: Washington, DC

Telework Eligible: Yes, at least 3 days per week in-person reporting at Washington, DC office.

Remote Eligible: No.

A. Summary Statement:

The Public Health Institute (PHI) is an independent, nonprofit organization dedicated to promoting health, well-being, and quality of life for people throughout California, across the nation and around the world. As one of the largest and most comprehensive public health organizations in the nation, we are at the forefront of research and innovations to improve the efficacy of public health statewide, nationally, and internationally.

We are hiring for positions under the Global Health Training, Advisory, Support Contract (GHTASC) in support of the U.S. Agency for International Development (USAID) Bureau for Global Health (GH). These roles deliver institutional support services in a wide range of technical areas at the junior, mid-, senior, and expert levels.

The Bureau for Global Health (GH) is the USAID/Washington operating unit charged with providing technical support to improve the health of people in the developing world by expanding health services, including family planning/reproductive health and maternal/child health; strengthening health systems; and addressing HIV/AIDS, malaria, tuberculosis, avian influenza and other public health threats. GH’s primary role in the health program area is to strengthen field operations, promote research and technical innovation, and provide leadership and training.

Within GH, the Office of the Assistant Administrator serves as the principal advisor to the Agency and the Administrator on broad technical and operational matters relating to the mandate of the Bureau. The AA/GH office has ultimate responsibility for the quality of the Bureau’s programs and the capacity of its workforce. It includes the Assistant Administrator, three Deputy Assistant Administrators, Special Advisors, and Program Analysts and Assistants.

B. Position Summary:

The Junior Program Assistant will primarily support the GH Office of the Assistant Administrator as a PHI Institutional Support Contractor (ISC). In this role, the selected candidate will provide efficient and timely day-to-day technical and analytical support to senior advisory leadership within AA/GH, including the GH Chief Medical Officer and more broadly, based on identified priorities.

Employment Type: Full Time

Full pay range for this position is: $23.13 to $41.38 per hour, with the starting wage determined based on candidate’s knowledge, skills, experience, as well as budget availability.

C. Essential Duties and Responsibilities:

• Schedule, organize, provide logistical support, and take notes for meetings, workshops, and events, which includes reserving conference rooms or other appropriate facilities, preparing agendas, notifying participants, setting up equipment and providing technology support, assembling background and informational materials, and distributing meeting notes.
• Demonstrate strong flexibility when new priority assignments arise between AA/GH senior leadership needs, including backstop support for other Office staff.
• Maintain filing systems and assist with monitoring, reviewing, updating, and retiring office files, both paper and electronic.
• Maintain and support administrative and financial tracking systems and assist in the design and maintenance of spreadsheets and databases to support these systems.
• Assist with reviewing, researching, identifying, analyzing, and updating program and technical information.
• Assist in the preparation of various program documents and correspondence, ensuring that all documentation is complete and in compliance with USAID rules, regulations, and standards.
• Participate in the GH Country Team structure and respond to Mission support requests, as appropriate.
• Assist in data collections exercises, analysis of data, and any required synthesis of analytics into memos and presentation slide decks.
• Assist in strategic communications and knowledge management.
• Assist with administrative travel tasks.
• Help in maintenance of leave, travel, timekeeping, and training schedules.
• Travel up to 10% of the time.
• Work at least 3 days per week in-person at Washington, DC office.
• Other duties as assigned.

D. Qualification Requirements:

Minimum Qualifications:

• Bachelor’s degree and 1 year of relevant experience, Associate’s degree and 3 years of relevant experience, or High School and 5 years of relevant professional experience.
• US Citizenship or US Permanent Residency with the ability to obtain and maintain a Facility Access clearance is required. For Permanent Residents, this means having resided in the US for at least 3 of the past 5 years.

Other Qualifications:

• Experience performing diverse administrative functions in a fast-paced environment.
• Excellent analytical and communication (written and verbal) skills.
• Strong organizational skills with ability to prioritize and handle multi-tasking well.
• Proven ability to effectively manage one’s time and resources to ensure that work is completed efficiently.
• Strong leadership and interpersonal skills and high emotional intelligence with the ability to build relationships and communicate effectively with people of varied professional, cultural, and educational backgrounds.
• Proficiency in Microsoft suite of programs (e.g., Word, Excel, PowerPoint) and Google platforms (e.g., Gmail, google docs, etc.).
• Ability to work at least 3 days per week in-person at Washington, DC office.
• Ability to travel up to 10% of the time.

E. Competencies

• Innovation: Takes initiative to propose new ideas/approaches and demonstrates ability to find new and better ways to accomplish work.
• Client Service: Communicates with clients, handling any issues politely and efficiently; understands and is available to clients; maintains pleasant and professional image.
• Accountability: Takes ownership of work responsibilities and holds high standards. Keeps commitments and takes appropriate actions to ensure obligations are met.  Pursues efficiency and effectiveness and adheres to organization policies and procedures.
• Interpersonal Skills: Works in cooperation with others and communicates effectively with co-workers, supervisors, subordinates, clients, and other outside contacts.
• Continual Learning: Assesses and recognizes own strengths and weaknesses; pursues professional development that is aligned with organizational role, contribution, and goals; proactively shares knowledge with others to foster learning across the organization.

F. APPLICATION INFORMATION:

Prior to submitting your application your resume must include relevant paid and non-paid experience showing dates held with month, year and hours worked per week for each position. Please ensure that all relevant experience and education is documented on your resume. There is no limitation to resume length; updates to resumes will not be accepted during the interview and selection process.

FAIR LABOR STANDARDS ACT (FLSA) STATUS

This position is classified as exempt based on the job duties. However, based on the FTE, salary level of the employee, or federal/state/local laws, the employee may be classified as nonexempt.

EEO STATEMENT

The Public Health Institute is committed to a policy that provides equal employment opportunities to all employees and applicants for employment without regard to race, color, sex, religion, national origin, ancestry, age, marital status, pregnancy, medical condition including genetic characteristics, physical or mental disability, veteran status, gender identification and expression, sexual orientation, and to make all employment decisions so as to further this principle of equal employment opportunity. To this end, the PHI will not discriminate against any employee or applicant for employment because of race, color, sex, religion, national origin, ancestry, age, marital status, pregnancy, medical condition including genetic characteristics, physical or mental disability, veteran status, gender identification and expression, sexual orientation, and will take affirmative action to ensure that applicants are offered employment and employees are treated during employment without regard to these characteristics.

For further information regarding Equal Employment Opportunity, copy and paste the following URL into your web browser: http://www.dol.gov/ofccp/regs/compliance/posters/pdf/eeopost.pdf

ADA STATEMENT

The Public Health Institute is committed to providing access and reasonable accommodation in its services, programs, activities and employment for individuals with disabilities. To request disability accommodation in the application process, contact the Recruitment Team at least 48 hours in advance at Recruitment@phi.org.

This position described in this announcement falls under a contract with the Federal Government, and therefore is subject to the provisions put forward in OMB Circular A-76 which prohibit contractors from performing inherently governmental functions.  Specifically, employees placed in agency positions will not perform inherently governmental functions, nor supervise any personnel other than the contractor’s own staff, nor make final decisions or sign documents that commit the U.S. Government