Overview

Job Location: Washington, DC

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

Remote Eligible: No. 

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.

Credence and its partner, the Public Health Institute (PHI), are both employers for GHTASC, and are seeking a Program Assistant under GHTASC. This position will be hired under Public Health Institute (PHI).

Position Summary:

The Program Assistant will primarily support the Service Delivery Improvement (SDI) Division of the Office of Population and Reproductive Health (PRH) as a PHI Institutional Support Contractor (ISC). In this role, the selected candidate will perform a variety of both complex and routine administrative and programmatic duties that are critical to the functioning of the Division. The Program Assistant's duties range from basic office tasks such responding to emails, maintaining electronic and paper files, managing meeting logistics, and managing formal correspondence to more complex tasks such as researching, analyzing, and summarizing program documents, reporting back on meetings, tracking administrative actions, supporting financial tracking systems, and providing input on special projects. The individual must be motivated, proactive, and able to track and manage multiple details. The Program Assistant must rank tasks in order of importance and impending deadlines and handle several tasks simultaneously. This position has potential for professional development and training.

Salary Range

Full pay range for this position is $28.50 to $49.88 per hour, with the starting wage determined based on candidate’s knowledge, skills, experience, as well as budget availability. 

Responsibilities include, but are not limited to the duties listed below

Essential Duties and Responsibilities:

• Assists with budget preparation, analysis, and funds tracking as well as preparation of SDI Division materials for results reviews, financial reviews, strategic planning and budget requests.
• Maintains filing system and assists with monitoring, reviewing, updating, storing, and retiring office files, both paper and electronically. 
• Maintains program database, tracking and entering all project modifications and informing project management teams of updates. 
• Maintains and supports administrative and financial tracking systems for global and country resources and assists in the design and maintenance of spreadsheets and databases to support these systems.
• Helps prepare for, manage, and participate in regular management and technical meetings with USAID staff, project management teams, implementing partners, and other external stakeholders.
• Stays up to date with U.S. government and Agency rules and regulations in areas that affect project management, such as changes in procurement processes. 
• Assists in researching, identifying, analyzing, and updating program and technical information, such as for youth or fragile settings activities.
• Assists in the preparation of various program documents and correspondence, such as action memos and waivers, ensuring that all documentation is complete and in compliance with USAID rules, regulations, and standards.
• Supports team leaders and other technical staff to collect and compile data for use in regular and ad hoc reporting or briefings on the status of projects and/or other investments from various sources, such as USAID reports and documents, project reports, and others, ensuring that schedules and deadlines are met.
• Schedules regular and ad hoc management and technical meetings for the SDI Division and its project management teams, which includes reserving conference rooms or other appropriate facilities, preparing agendas, notifying participants, taking notes, setting up equipment, and assembling background and informational materials.
• Schedules, organizes, provides logistical support, and takes notes for other PRH-related meetings, workshops, and events, which includes reserving conference rooms or other appropriate facilities, preparing agendas, notifying participants, setting up equipment, assembling background and informational materials, and distributing meeting notes for internal and external audiences.
• Supports internal working groups, GH country teams, and other task teams in communication, coordination, and management duties.
• Backstops another SDI Program Assistant, as needed.
• Works at least 3 days per week in-person at Washington, DC office.
• Performs other duties as assigned.

Education, Requirements and Qualifications

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 4 years of relevant experience, Associate’s degree and 6 years of relevant experience, or High School graduate and 8 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:

• Prior experience working in and with teams and meeting deadlines required. Professional office experience preferred.
• Applicants must be proficient in Microsoft Office Suite and Google Applications. Interest in or familiarity with global public health and international or domestic family planning and reproductive health are
• Strong oral and written communications skills and the ability to read, analyze, and interpret information is critical.
• Ability to effectively present information and respond to questions from groups of managers, clients, customers, and the general public is necessary.
• Ability to work at least 3 days per week in-person at Washington, DC office.

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.

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.