Program Assistant

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Job Location: Washington, DC

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

Remote Eligible: No.

A. 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.

PHI was distinguished as one of the top 50 “Best Non-Profit Organizations to Work For” by the Non-Profit Times in a national search.

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.

B. Position Summary:

The Program Assistant will primarily support the Policy, Evaluation, and Communication (PEC) and Service Delivery Improvement (SDI) divisions of the Office of Population and Reproductive Health as a PHI Institutional Support Contractor (ISC). In this role, the selected candidate will perform a variety of both complex and routine administrative duties that are critical to the functioning of the two different divisions. The Program Assistant’s duties range from basic office tasks such as answering telephones, responding to emails, maintaining electronic and paper files, managing staff meeting logistics, and managing formal correspondence to more complex tasks such as researching and summarizing information contained in files, reporting back on meetings, tracking administrative actions, 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.

Employment Type: Full Time

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.

C. Essential Duties and Responsibilities:

• Maintains calendars and schedules appointments for division wide meetings, processes and events based on the knowledge of their activities, regularly scheduled meetings, and ad hoc meetings.
• Routes memos or other formal clearances within USAID, including within GH and PRH and responds to routine requests for information.
• Assists with administrative travel tasks.
• Schedules, organizes, provides logistical support, and takes notes for 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.
• Receives and controls incoming actions, ensuring compliance with deadlines. Sorts and distributes correspondence and other mails.
• Maintains filing system and assists with monitoring, reviewing, updating, storing and retiring office files, both paper and electronically.
• Maintain program database, tracking and entering all project modifications and informing project management teams of updates.
• Maintains and supports administrative and financial tracking systems and assists in the design and maintenance of spreadsheets and databases to support these systems.
• Assists with budget preparation, analysis, and funds tracking as well as preparation of materials for results reviews, financial reviews, and budget requests.
• Stays up to date with government and Agency rules and regulations in areas that affect project management, such as changes in procurement processes.
• Supports working groups, country teams, and A/CORs in program coordination and project management duties.
• Manage office supply requests and inventory.
• Provides phone, IT technical and other appropriate backstopping support to assist the division, the office and the bureau on an as-needed basis.
• Assists in familiarizing new staff members with the office standards and procedures and or participating in their on-the-job training.
• Schedules, plans and prepares materials for briefings, events and presentations including event publicity materials on behalf of the staff for external and internal audiences.
• Take/make early or late international phone calls outside of the position’s regular work schedule.
• Maintains leave, travel, timekeeping, and training schedules.
• Maintains personnel information databases on behalf of the division.
• Works at least 3 days per week in-person at Washington, DC office.
• Travels up to one trip a year.
• Performs other duties as assigned.

D. Qualification Requirements:

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 citizen or US permanent resident with the ability to obtain and maintain facility clearance.

Other Qualifications:

• Professional office experience.
• Must be proficient in Microsoft Office Suite and Google Applications. Interest in or familiarity with international or domestic family planning and reproductive health is preferred.
• Oral and written communications skills and the ability to read, analyze, and interpret general 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.
• Ability to travel up to one trip a year.
• Must be able to take/make early or late international phone calls outside of the position’s regular work schedule.

E. 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.

F. APPLICATION INFORMATION:

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.

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

To apply for any position, you must create an account on the Public Health Institute’s job application site. After creating your account, you may search the open positions and apply for the specific position that interests you. Please note, mailed and emailed applications will not be accepted.

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.

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