Program Operations Assistant - The Task Force for Global Health

University Of Oxford - Decatur, GA

Full-time - Entry Level

Remote - Decatur, GA

Publishing Industries

About the position

The Program Operations Assistant at the Task Force for Global Health plays a crucial role in organizing, coordinating, and planning operational aspects of health programs, particularly focusing on the International Trachoma Initiative. This position involves developing work plans, conducting research, preparing reports, and providing administrative support to ensure the success of global health initiatives aimed at eliminating diseases and improving health systems.

Responsibilities

• Develops work plans to accomplish program goals and objectives and monitors progress toward their achievement.
• Conducts research and gathers information to develop various publications.
• Develops promotional materials which may include content for reports, briefings, newsletters, grants or other written information related to the program.
• Assists in developing and coordinating program-related conferences, conventions, or meetings.
• Monitors expenditures and may participate in the budget planning process and prepare financial reports.
• May assist in identifying funding resources and developing fund-raising strategies and initiatives.
• Prepares operational and statistical reports.
• Conducts training, represents the program at meetings and conferences, and networks with affiliated groups.
• May supervise assigned project staff, interns and/or volunteers.
• Assists with overseeing ITI office operations and ensures office activities comply with policies and procedures.
• Develops and maintains records and spreadsheets for ITI.
• Reviews account coding for expenses on ITI staff monthly credit card reports before supervisor approval.
• Keeps manager informed of account status, authorizes expenditures, and identifies cost effective alternatives.
• Assists with ITI account payables.
• Reviews general ledger to ensure accuracy of bookkeeping.
• Sets up and organizes electronic and paper filing systems.
• Oversees ordering and maintenance of office supplies, forms, and promotional materials.
• Maintains calendars and submits meeting requests.
• Prepares charts and graphs for reports and presentations.
• Assists in the planning and preparation of others' work travel.
• Provides overall administrative support for the ITI Program.
• Supports the ITI program at various international and domestic meetings to coordinate and implement meeting logistics.
• Prepares meeting supplies and materials.
• Identifies meeting venue locations and negotiates venue hire and meeting requirements.
• Coordinates and manages catering.
• Coordinates domestic or foreign travel arrangements (including air tickets, visas, hotels, etc.).
• Completes travel expense reports for supported travelers.
• May take meeting minutes.
• Tracks all meeting logistics in a clear, up-to-date, accessible manner (including participants' RSVPs, arrival and departure dates, hotel confirmation information, etc.).
• Maintains an up-to-date contacts database.

Requirements

• Bachelor's degree in a field related to the program.
• Two years of related experience, or an equivalent combination of education, training and experience.

Nice-to-haves

• Bachelor's degree preferred
• Demonstrated ability to overcome challenges and maintain focus while traveling internationally and working under demanding schedules
• Prior experience providing executive or senior administrative support within a medium or large sized organization
• 3 or more years' experience in an Executive Administrative Assistant or Sr. Secretary role
• Excellent written and verbal English communication skills
• High attention to detail and quality
• Strong interpersonal and intercultural skills
• Proficiency with Microsoft Office (Word, Excel, PowerPoint, Outlook), Zoom, and Gmail
• Professional written and verbal proficiency in a second language used in ITI-supported countries is a plus (e.g., French, Portuguese, Spanish, Amharic, Arabic)

Benefits

• Hybrid remote work options
• Opportunity to work with a diverse and inclusive culture
• Access to professional development opportunities