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Junior Program Assistant

Posting Number: #075-22

Position Title: Junior Program Assistant

Closing Date: Until Filled

Location: Washington, DC

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A. Position Identification

Position Title: Junior Program Assistant
Program: GHTASC
Division: GH
Department: AA
Work Location: 500 D St. SW, Washington, DC 20547-
Project Supervisor Name: TBD
Work Status:  X Full-time         ☐ Part-time      hours per week
FLSA: Non-Exempt
Classification/Labor Category: Junior-level Administrative
PHI Title: Administrative Professional I

 

 

B. 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 advisory and administrative professionals.

The Bureau for Global Health, Office of the Assistant Administrator (AA/GH) 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 directs and supervises the Bureau, approving projects and programs and allocating resources among the Offices. The Office has ultimate responsibility for the quality of the Bureau’s programs and the capacity of its workforce. It provides leadership on the design, implementation, review, coordination, and evaluation of GH initiatives, programs, and activities. The Office also ensures that the activities of the Bureau complement and support the broader goals of the Agency and are in compliance with legislation and Agency rules and regulations.

C. Position Summary:

The Junior Program Assistant provides direct support to the Front Office of the Bureau for Global

Health, performing a variety of both routine and complex administrative duties. These duties range from administrative tasks such as scheduling briefings and meetings and maintaining program files, to more complex analytical tasks such as collecting, compiling, and analyzing data for various program documents, designing and maintaining spreadsheets in support of information tracking systems, and facilitating correspondence between the Bureau for Global Health and other bureaus and offices within the Agency. The Junior Program Assistant (Junior PA) ranks tasks in order of importance and impending deadlines and handles several tasks simultaneously. The individual must develop a working knowledge of USAID policies and guidelines as well as corporate practices and procedures. This position has potential for professional development and training. To perform this job successfully, an individual must be able to perform each essential duty listed below satisfactorily.

 

D. Essential Duties and Responsibilities:

The Junior PA time will be split between administrative tasks (approximately 60%) and programmatic or technical tasks (approximately 40%). Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Specific responsibilities may include:

  • Facilitates correspondence between the Bureau for Global Health and other bureaus and offices in the Agency, ensuring that all documentation and correspondence meet deadlines, are complete, and are in compliance with USAID rules, regulations, and standards.
  • Supports Senior Deputy Assistant Administrator(s) of the Bureau for Global Health with coordination of meeting requests, preparation and follow up.
  • Supports technical and managerial meetings.
  • Analyzes, organizes, and formats technical information for use in briefings, presentations, publications and correspondence, ensuring consistency with USAID standards.
  • Analyzes and edits program communications such as cables, memoranda, and letters that seek approval or request information relative to program matters.
  • Collects and makes arrangements for distribution of material to the USAID missions, USAID/Washington offices, host country institutions, and cooperating agencies.
  • Maintains and provides assistance with administrative, information, and correspondence tracking systems, and designs and maintains spreadsheets and databases to support these systems.
  • Schedules meetings and events; support general logistics; maintain calendars, call lines, meeting setup.
  • Document minutes/notes of regular meetings, as required.
  • Ensures that schedules and deadlines are met; and
  • Maintains correspondence and program files.

 

E. 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

  • PhD/Master’s/Bachelor’s degree and a minimum of 1 year of relevant experience, Associate’s degree and 3 years of relevant experience, OR High School graduate and 5 years of relevant experience.

Other Qualifications

  • Strong oral communications skills and the ability to read, analyze, and interpret general business communications.
  • Strong written communications skills with a keen attention to grammatical detail.
  • Strong organizational skills in order to keep track of multiple tasks and deadlines at a time.
  • Ability to effectively present information and respond to questions from groups of managers, clients, customers, and the general public is required.
  • Ability to carry out instructions furnished in written, oral, or diagram form.
  • Excellent interpersonal skills.
  • Proficiency in Microsoft suite of programs (e.g., Word, Excel, PowerPoint).
  • Experience in executive administration and management procedures preferred.
  • US citizen or US Permanent Resident with ability to obtain and maintain a Facility Access clearance.

 

F. Competencies/Performance Criterion 

  • Creativity: Employee takes initiative to propose new ideas/approaches and demonstrates ability to find new and better ways to accomplish work.
  • Customer Service: Handles customer questions and complaints, communicates with customers, handles service problems politely and efficiently, always available for customers, follows procedure to solve customer problems, understands company products and services, maintains pleasant and professional image.
  • Interpersonal Relationship: Employee demonstrates ability to work in cooperation with others and communicate effectively with co-workers, supervisors, subordinates, clients and other outside contacts.
  • 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.
  • 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.

 

G. Application Information:

Prior to submitting your application, 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.

 

PHI WORKFORCE MANDATORY COVID-19 VACCINATION POLICY

Per the PHI Workforce Mandatory COVID-19 Vaccination Policy, it is a condition of employment for all domestic based employees to be fully vaccinated for COVID-19, unless they are granted a reasonable accommodation under applicable law.

New hires need to provide proof of full vaccination prior to their start date or apply for an exemption/accommodation within three business days after their start date. Depending on the circumstances, new hires who do not comply with this Policy, or who cannot be reasonably accommodated, will either have their employment suspended or terminated. Candidates who are non-compliant will have their offers rescinded.

 

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

 

TTH volunteers, United Against COVID

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