Junior Program Assistant

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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.

PHI was distinguished as one of the top 50 “Best Non-Profit Organizations to Work For” by the Non-Profit Times in a national search.

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.

The Global Health Training, Advisory and Support Contract (GHTASC) delivers effective global health programming to advance the mission of the U.S. Agency for International Development (USAID), Bureau for Global Health (GH) through institutional support and workforce development services from junior, mid-level, senior and expert advisory, and administrative professionals.

The Office of Population and Reproductive Health (PRH) within the Bureau for Global Health’s (GH) advances and supports family planning and reproductive health (FP/RH) programs worldwide.  The Office provides global coordination and leadership for improved policy, advocacy, and health outcomes; generates, organizes and disseminates knowledge in response to global and country needs; and partners with USAID field missions to accelerate progress towards achieving FP/RH development objectives.  PRH is committed to advancing and supporting a more inclusive, diverse, equitable, accessible, anti-racist and learning community and to integrating these values into Office operations, functions and programming.  PRH believes having diverse workforce benefits and enriches the development of all staff and the Office’s work.

B.  Position Summary:

The Junior Program Assistant performs a variety of routine and complex administrative duties. These duties range from scheduling briefings and meetings and maintaining program files, collating information, and facilitating correspondence. The Junior Program Assistant supports various project management teams and provides input on related work. The Junior Program Assistant works with other staff in the office to assist in areas such as onboarding new staff and providing overall administrative support. The Junior Program Assistant is expected to become familiar with USAID business systems and technical issues and policies pertaining to the health focus area(s) of the team to support the office in day-to-day functions. The Junior Program Assistant must develop a strong working knowledge of applicable USAID policies, guidelines, practices, and procedures. The Junior Program Assistant ranks tasks in order of importance and impending deadlines and handles several tasks simultaneously, works in multiple teams, and seeks guidance when needed.

Full pay range for this position is: $23.75 to $42.63 per hour, with the starting wage determined based on candidate’s knowledge, skills, experience, as well as budget availability.

Employment Type: Full Time

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.
• 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.
• Assist technical experts in supporting the field, including helping to track, oversee, coordinate, and report on field activities.
• Respond to Mission requests and help coordinate field requests for TA and provide support, as appropriate.
• Assist with budget preparation, analysis, and funds tracking as well as preparation of materials for results reviews, financial reviews, and budget requests.
• Support working groups, country teams, and A/CORs in program coordination and project management duties.
• Assist in data collections exercises, analysis of data, and any required synthesis of analytics into memos, presentation slide decks, etc.
• Assist in strategic communications and knowledge management.
• Provide administrative support for hiring actions and onboarding of new staff.
• Assist with administrative travel tasks.
• Manage office supply requests and inventory.
• Provide phone, IT technical, and other appropriate backstopping support to assist the division, the office, and the bureau on an as-needed basis.
• Help in maintenance of leave, travel, timekeeping, and training schedules.
• Work at least 3 days per week in-person reporting at Washington, DC office.
• Perform other duties as assigned.

D.  Qualification Requirements:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required.

Minimum Qualifications:

• Bachelor’s degree with 1 years of relevant experience, Associate’s degree and 3 years of relevant experience, or High School graduate and 5 years of relevant 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.

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.

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.

To apply for any position, you must create an account on the Public Health Institute’s job application site. After creating your account, you may search the open positions and apply for the specific position that interests you. Please note, mailed and emailed applications will not be accepted.

We’re so pleased the Public Health Institute is an organization you would like to work with. Do you have questions about this opportunity? If so, email our recruitment team at Recruitment@phi.org.

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