Posting Number: #270-21
Position Title: Program Assistant
Closing Date: Until Filled
Location: Washington, DC
A. Position Identification
Position Title: Program Assistant
Department: Office of the Assistant Administrator (AA/GH)
Work Location: 500 D Street, SW, Washington, DC 20547
Supervisor’s Title: GHTP Deputy Project Director
Work Status: Full-time
Classification: GS 8 Equivalent
Funding Source: Cross Bureau
B. Summary Statement
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. Job Requirements
The 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 Program Assistant 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. To perform this job successfully, an individual must be able to perform each essential duty listed below satisfactorily.
D. Essential Duties and Responsibilities:
At the GS-8 equivalent level, PA time will be split between administrative tasks (approximately 60%) and programmatic or technical tasks (approximately 40%), and may require technical supervision and guidance. 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 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.
- Participate in professional continuing education, skills training and professional meetings to enhance relevant technical skills and career development.
- Complete and execute an Individual Learning and Training Plan and Annual Work Plan.
E. Minimum Qualification Requirements
- An associate’s degree in a related filed and a minimum of 4 years of relevant experience OR bachelor’s degree and a minimum of 2 years of relevant experience.
- 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 apply a common-sense understanding to carry out instructions furnished in written, oral, or diagram form;
- Excellent interpersonal skills;
- Proficiency in Google and Microsoft suite of programs (e.g., Word, Excel, PowerPoint);
- Experience in executive administration and management procedures preferred; and
- US citizen or US permanent resident with the ability to obtain and maintain a Facility Access required.
F. Clearance Required
- Facilities Access clearance.
FAIR LABOR STANDARDS ACT (FLSA) STATUS
This position is classified as exempt based on the job duties. However, based on the FTE, salary level of the employee, or federal/state/local laws, the employee may be classified as nonexempt.
Credence Management Solutions, LLC and Public Health Institute are Equal Opportunity Employers. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, or disability.
This position described in this announcement falls under a contract with USAID, and therefore is subject to the provisions put forward in OMB Circular A-76 which prohibit contractors from performing inherently governmental functions. Specifically, TPs placed in USAID positions will not perform inherently governmental functions, nor supervise any employees other than the contractor’s own staff, nor make final decisions or sign documents that commit the U.S. Government
PHI WORKFORCE MANDATORY COVID-19 VACCINATION POLICY
Per the PHI Workforce Mandatory COVID-19 Vaccination Policy, effective January 10, 2022, it is a condition of employment for all employees to be fully vaccinated for COVID-19, unless they are granted a reasonable accommodation under applicable law. Employees starting on or before February 28, 2022 will need to provide proof of full vaccination up to 6 weeks after their start date or apply for an exemption/accommodation within three business days after their start date. Employees starting after February 28, 2022 will 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.
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
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.
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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.