The Associate Specialist provides project management and high level administrative support to the Global Health Program. This may include: support for committees and other workgroups, development of organizational tools and systems, coordination with internal staff, members and partners on global health assessments, and administration of contracts. This position reports to the Director of Global Health.
RESPONSIBILITIES INCLUDE BUT ARE NOT LIMITED TO:
As part of the Global Health Program at APHL, the Associate Specialist supports the following:
- Provides support for APHL President’s Emergency Plan for AIDS Relief (PEPFAR) and Global Health Security Agenda (GHSA) Initiatives by providing support to Global Health Program staff and participating in relevant meetings and conference calls.
- In collaboration with the Global Health country leads, develops Global Health contracts and manages the administrative process to ensure compliance with APHL policies, completion of deliverables and timely payments to all parties.
- Supports the management of the web content for the Global Health Program, ensuring that all content on the website is current and accurate.
- Develops content for APHL Blog, Lab Matters, APHL Culture, and social media such as Facebook and Twitter.
- Develops facts sheets and other communications materials to promote global public health.
- Participates in meetings to increase the visibility of member laboratories and promote their role in global public health.
- Independently manages the logistical details for teleconferences by using scheduling tools to select dates/times, setting-up bridge lines, notifying the participants, sending out the agendas.
- Supports program conferences, meetings and training projects by:
- Notifying participants of conferences and meetings and providing agendas and other logistical information to participants,
- Researching hotels to ensure they meet APHL needs; this includes initiating and coordinating ratification of contracts with hotels, ordering food/beverages and ensuring onsite facilities/AV meet APHL needs,
- Providing on-site support for conferences and meetings when requested, either in the Silver Spring office or at other venues,
- Assisting in production and distribution of conference handouts, folders, marketing materials, and proceedings,
- Coordinating the travel reimbursement process, including communicating with travelers, tracking payments, and submitting paperwork to supervisor or designee and accounting
- Coordinates with program staff to develop organizational tools and processes to improve work efficiency.
- Orders laboratory supplies on behalf of our members and in coordination with partners. Ensures that proper payment is made, product is delivered on time, and orders are tracked appropriately.
- Schedules and attends staff meetings, and provides summary notes when requested.
- Organizes and maintains paper and electronic files in order to complete work in a systematic and timely fashion. Uses Microsoft Office SharePoint Server to store all work files in an accessible location.
- Responds to requests for materials and information about program activities in writing, by phone and by email. Provides members and partners with appropriate information regarding program activities.
- Prepares and distributes documents, correspondence, reports, forms, training materials, graphics, etc. for the Association.
- Routinely relieves Receptionist for breaks and lunch. May serve as back up Receptionist when Receptionist is out of the office.
- Completes other duties as assigned.
This position requires a responsive, committed individual who recognizes the impact of the work on the organization as a whole.
The requirements listed below are representative of the knowledge, skill and/or ability required for successful performance. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
- Bachelor’s degree (preferred) or equivalent. Educational background in sciences and public health preferred.
- 2-4 years progressive and relevant experience in an office/ administrative position.
- Experience in clinical setting or public health laboratory or governmental agency (preferred).
- Computer programs such as Microsoft Office Suite required. Familiarity with SharePoint
- Administrative tasks requiring organization and record keeping.
- Interest in science, preparedness or the public health field preferred.
- Team player with positive attitude
- Takes initiative to effectively coordinate and complete projects in a timely manner
- Well-organized and detail oriented
- Excellent customer relations skills
- Proficient in typing and word processing, proofreading, and reading comprehension
- Excellent verbal and written communication skills
- Capable of handling multiple priorities in periods of a heavy workload
- Ability to handle changing priorities and multiple tasks under tight deadlines
- Ability to establish working relationships with diverse groups
- Ability to follow APHL procedures and tracking systems
- Able to accurately perform simple calculations and use Microsoft Excel
- Ability to work independently as well as in a team setting
- Ability to maintain confidential information
- Travel may be requested within the United States (estimated at 5%)
The physical demands described here are representative of those that must be met by a colleague to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this job, the colleague is required to sit for long periods at a time; type using a computer keyboard; visually read information off of a computer monitor; talk, hear, and orally communicate information over the telephone. Specific vision abilities required by the job include close vision and color vision and the ability to adjust focus.
Work environment characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee could be exposed to outdoor weather conditions prevalent at the time. The noise level in the work environment may vary from light to moderate depending on the location.
CRITERIA FOR PERFORMANCE EVALUATION:
Performance evaluation will be based on the abilities in meeting the criteria outlined herein.
POSITION REPORTS TO:
Director of Global Health
POSITION DESCRIPTION STATUS:
The duties and responsibilities listed in this job description are illustrative ones anticipated for this position. Other duties and responsibilities may be assigned as required. Association of Public Health Labs (APHL) reserves the right to amend or change this job description to meet the needs of its programs. This job description and any attachments do not constitute or represent a contract.
This position is funded under a cooperative agreement between APHL and the Centers for Disease Control and Prevention. The cooperative agreement is renewable on an annual basis.
Association of Public Health Laboratories is an Equal Opportunity Employer.