Special Assistant to the DAA
Posting Number: #071-22
Position Title: Special Assistant to the DAA
Closing Date: Until Filled
Location: Washington DC
A. Position Identification
|Position Working Title:||Special Assistant to the DAA|
|Work Location:||500 D Street, SW, Washington DC|
|Project Supervisor Name:||TD|
|Work Status:||X Full-time ☐ Part-time hours per week|
|Labor Category:||Mid-level Administrative|
|PHI Title:||Administrative Professional II|
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 levels.
The Bureau for Global Health at the U.S. Agency for International Development (USAID) supports field health programs, advances research and innovation in selected areas relevant to overall agency health objectives and transfers new technologies to the field through its own staff’s work, coordination with other donors, and a portfolio of grants. The Bureau is USAID’s center of excellence and focal point in providing worldwide leadership and technical expertise in the areas of child and maternal health and nutrition, HIV/AIDS, infectious disease, population, family planning and related reproductive health, and health systems. As such, the Bureau aligns resources with identified public health and development needs and influences the global health priorities of the U.S. private sector, U.S.-based foundations, other donor organizations, host country governments, and host country civil society organizations. It also serves as the primary source of technical expertise and intellectual capital to the Agency and other U.S. foreign affairs agencies. The Bureau is the Agency repository for state-of-the-art thinking in biomedical, social science, and operations research and works to produce technical advances and innovations that can be disseminated and replicated at USAID Missions throughout the world.
C. Position Summary:
The Special Assistant to the Deputy Assistant Administrator (DAA) will primarily support the Global Health Front Office as a PHI Institutional Support Contractor (ISC). In this role, the selected candidate will be performing a variety of both complex and routine administrative and programmatic duties, as described below. In addition, as directed and appropriate, the Special Assistant will provide broader support to Front Office leadership.
The Special Assistant will perform a broad array of administrative support, meeting and travel management, as well as preparation (and supporting preparation) of quality written documents, briefing notes, research summaries and presentations.
The Special Assistant is a key member of the team that works to keep the Front Office streamlined and efficient, working closely with other Front Office and as directed, other Bureau staff to ensure its broader goals and objectives are completed in an efficient and effective manner. The Special Assistant ranks tasks in order of importance and impending deadlines and handles several tasks simultaneously. The individual is expected to be familiar with technical issues and policies pertaining to the public health focus area(s) of the DAA’s portfolio and must develop a working knowledge of applicable 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 satisfactorily.
The Special Assistant time will be split between programmatic or technical tasks and administrative tasks, assisting the Deputy Assistant Administrator on many high-profile topics which may require moderate guidance.
D. Essential Duties and Responsibilities:
- Complete a broad variety of administrative tasks for the DAA, managing and maintaining an active calendar of appointments, updating schedules and contacts, maintaining team files, tracking and following up on requests for document review, as well as attending meetings, taking notes and ensuring timely follow up.
- Work with subject matter experts throughout the Bureau and Agency to prepare for a wide range of meetings, events, trips, reports, briefings, talking points, presentations, memos, publications, and other means of communication for the DAA, ensuring that all documentation is complete and in compliance with USAID rules, regulations, and standards.
- Facilitate correspondence between the Front Office and other offices within the Bureau, between the Bureau for Global Health and other bureaus and offices in the Agency, as well as external stakeholders, ensuring that all documentation and correspondence meet deadlines, are complete, and are in compliance with USAID rules, regulations, and standards.
- Compile and review information on potential problems and issues; prepare oral and written reports that address the problems; and make recommendations for their resolution.
- Work with the DAA to develop strategic travel schedules, schedule trip calls, define briefing needs and trip deliverables, and support overall travel planning (completing paperwork and visa applications, organizing flights and accommodations, managing travel schedules, preparing expense reports, and other activities).
- Coordinate GH processes and facilitates the interagency coordination (scheduling, document completion, and other essential duties) of GH activities.
- Participate in GH meetings and attend on-site and off-site meetings to gather information and report back to the DAA and other Front Office Leadership as directed.
- Create comprehensive information packets and briefing books as well as develop PowerPoint presentations.
- Provide oversight of documents and requests intended for the Deputy Assistant Administrator.
- Establish appointment priorities and reschedule meetings if needed.
- Assess the urgency and importance of situations and take appropriate action.
- Support and contribute toward larger Global Health Bureau success by performing program support and diverse administrative functions in a fast-paced global environment.
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.
- PhD/Master’s/Bachelor’s degree and a minimum of 1 year of relevant experience, Associate’s degree and 3 years relevant experience, OR High School graduate and 5 years of relevant experience.
- A demonstrated ability to deliver high quality, accurate work within targeted deadlines.
- Successful experience maintaining complex calendars and coordinating meetings/events.
- Strong ability to multitask, maintain an efficient and effective orientation through task completion and meet deadlines.
- Outstanding organizational, prioritization, communication, and writing skills as well as project management experience.
- Demonstrated ability to work well with all levels of internal management and staff, as well as outside stakeholders and partners.
- Ability to sense when to take initiative in the absence of specific instruction, and to work effectively and efficiently with minimal supervision.
- Excellent research, analytical, writing and organizational skills required and strong ability to prioritize tasks.
- Team player, collaborative, creative and innovative work style.
- Strong oral, written and interpersonal communication skills are essential as the position requires the ability to work with individuals from a variety of backgrounds and demonstrate poise, patience, tact, and diplomacy in high-pressure situations.
- Proven adaptive mindset with the ability to work under pressure, deal well with uncertainty, and pivot quickly when new priorities arise.
- Experience working with a lean yet highly skilled and talented professional team is required.
- Knowledge of USAID rules, regulations and capacity building concepts is a significant asset.
- Proficiency in Microsoft suite of programs (e.g., Word, Excel, PowerPoint) as well as Google platforms (e.g., Gmail, google docs, etc.)
- S. Citizenship with the ability to obtain and maintain secret clearance required.
- 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.
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.
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