Our Global Health Program (GHP) harnesses advances in science and technology to save lives in poor countries. We focus on the health problems that have a major impact in developing countries but get too little attention and funding. Where proven tools exist, we support sustainable ways to improve their delivery. Where they don’t, we invest in research and development of new interventions, such as vaccines, drugs, and diagnostics. Our work in infectious diseases focuses on strategies to fight and prevent HIV/AIDS, malaria, tuberculosis, neglected and other infectious diseases, enteric and diarrheal diseases and pneumonia. These strategies are supported by functional teams that focus on Discovery and Translational Sciences, Vaccine Development, and Integrated Development.
The Senior Program Assistant (SPA) is a key member of the Tuberculosis (TB) team and provides a wide range of administrative and project support activities for program leaders and staff in support of the overall goals of the team. The TB team is looking for a candidate with a calm demeanor under pressure who can adapt quickly and build relationships within the team with relative ease. We look to the SPA to keep a pulse on the team energy and culture and who has a passion for supporting the team morale. The ability to have foresight into potentially tricky situations is highly prioritized as the SPA is given a great amount of responsibility and autonomy in working to support the team.
Key Duties may include all or a combination of the following:
Support to Director and 2-3 additional individuals which includes:
- Scheduling a high volume of appointments/meetings and managing extremely complex calendars. Very often meetings are scheduled over several time zones (international as well as domestic) and often include multiple communication links (i.e. conference call numbers, online, and/or video conferencing.)
- Making arrangements for and tracking extensive domestic and international travel (including securing visas when required). Travel arrangements may also be required for participants of foundation sponsored meetings. Compiling and processing of invoices, expense reports, reimbursements, and check requests with accuracy and timelines.
- Overseeing space management for TB
- Assisting with the planning for events, key leadership meetings, retreats, convenings and presentations which may include coordinating arrangements for multiple participants, managing participant communication, handling logistics, preparing and disseminating materials.
- Creating, updating and maintaining organized files and records including a system for tracking, monitoring and prioritizing tasks and projects. Compiling and processing expense reports and reimbursements and check requests.
- Providing communications support & assistance to ensure timely responses to inquiries including answering and prioritizing calls, email and mail communications.
- Effectively managing relationships and communicating tactfully and gracefully.
- Acting as liaison for team and internal partners, answering questions and routing requests as appropriate.
- Serves as the manager for the TB PA (Program Assistant) team to ensure efficient collaboration. This includes management and coordination of PA (Program Assistant) workflow and tasks, capacity building for PAs, harmonization of procedures, and serving as liaison to other administrative units as needed.
- Anticipates ongoing staffing needs and makes recommendations for appropriate administrative supporting staff, devising and implementing plans for back up staff support. This includes out of office coverage, and workload balance amongst the PAs to ensure a team approach in addressing spikes and dips in the workflow across the team.
- Leads hiring and training of new PA staff (temporary and full time)
- Monitors and assesses performance of the PA staff (temporary and full time)
- Provides ongoing coaching and/or mentoring for PAs
- Approves timesheets, time off/work from home requests, and expenses of PAs
- Coordinates and leads Program Assistant team building and learning opportunities
- This role is responsible for high quality interactions and clear and consistent communications with grantees and partners in the field.