Program Assistant; NGO

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Emory University is a leading research university that fosters excellence and attracts world-class talent to innovate today and prepare leaders for the future. We welcome candidates who can contribute to the excellence of our academic community.

The Program Assistant is responsible for providing administrative support to the Office of the Vice President for Health Programs (OVPH) as well as the Health Strategy, Innovation and Program Support (HSIPS), a unit within OVPH, by answering phones; drafting correspondence; handling planning, preparation, and logistics of meetings, and special projects; drafting and managing contracts for consultants and contractors; researching information for reports and presentations;

preparing and processing travel requests; assisting staff with administrative functions; maintaining office functionality; and handling department procurement and processing invoices and expenses through Unit 4 financial system. The successful candidate will be able to work in a fast-paced environment and manage multiple tasks simultaneously, have exceptional organizational skills, possess good judgment and discretion with sensitive information and documentation. The Program Assistant primarily manages the calendar of the Vice President and liaises between the OVPH, HSIPS, and various Carter Center departments, including but not limited to Development, Finance, Overseas Operations, Events, Volunteers, the CEO Office, and external partners on a full range of Center activities.

The position provides support to all Health Programs staff in the above-listed areas and will receive guidance as appropriate. This position will report to the Chief of Staff for Health Programs and is based in Atlanta.

This role may require periodic international travel and re-entry into the United States. Due to the travel locations, Hostile Environment Awareness Training (HEAT) will be required.

Key responsibilities include providing administrative, operational, and logistical support for projects, initiatives, and programs; maintaining a calendar of events on the Health Programs SharePoint site; sharing out-of-office/traveling dates on the general Health Programs Travel calendar; reviewing and distributing incoming correspondence and other inquiries; assisting Special Health Programs staff with the assembly, publication, sharing, and presentation of reports on the status of activities;

archiving and maintaining electronic files in SharePoint and in Microsoft One Drive/Teams; establishing processes and defining procedures for electronic and paper filing systems; drafting and distributing meeting notes; coordinating the execution of conferences and meetings; preparing travel requests and briefing materials; ensuring logistical arrangements for staff members' and consultants' domestic and international travel; receiving and guiding visitors; answering and screening incoming telephone calls;

liaising with The Carter Center staff, Emory University staff, World Health Organization staff and other key stakeholders involved in program activities; responding to and arranging logistics for meetings requested by external stakeholders; ordering office supplies and materials; monitoring the status of office equipment; requesting maintenance/repair service for such equipment as well as repairs for offices assigned to staff; conducting special assignments/studies/archiving at the request of staff members of the VP Health Office and HSIPS Unit;

ensuring compliance with all organizational policies and procedures; maintaining professional growth and development; assisting the Vice President for Health Programs in the absence of the Chief of Staff; supervising work study students and volunteers; and performing other related responsibilities as needed.

Minimum qualifications include a high school diploma or equivalent AND at least five years of administrative experience, OR a bachelor's degree. Proficiency with various computer software applications is also required.

Preferred qualifications include being detail-oriented, organized, and able to work under pressure and tight deadlines when necessary; writing experience with strong grammar and communication skills; experience using ERP accounting software, such as Unit4, or the ability to be trained on it; comprehensive knowledge of Microsoft Office 365 software and capable of developing SharePoint sites; proficiency in a foreign language, such as French, Spanish, Portuguese or Arabic;

and the ability to work in a fast-paced environment and must be able to manage multiple tasks simultaneously, have exceptional organizational skills, and possess good judgment and discretion with sensitive information and documentation.