The Carter Center: Program Assistant (NGO)

This a Full Remote job, the offer is available from: Georgia (USA), Nebraska (USA), Oregon (USA)

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Emory University is a leading research university that fosters excellence and attracts world-class talent to innovate today and prepare leaders for the future. We welcome candidates who can contribute to the excellence of our academic community.

The Carter Center is a 501(c)(3), not-for-profit, nongovernmental organization founded in 1982 in Atlanta, GA, by former U.S. President Jimmy Carter and his wife, Rosalynn, in partnership with Emory University. The Center has helped to improve millions of lives in more than 80 countries by waging peace, fighting disease, and building hope. The Carter Center is guided by a fundamental commitment to human rights and the alleviation of human suffering. It seeks to prevent and resolve conflicts, enhance freedom and democracy, and improve health.  

The Carter Center collaborates with other organizations, public and private, in carrying out its mission around the world. Current information about the Center’s many programs and activities are available at The Carter Center.

SUMMARY:

The Program Assistant is responsible for providing support to the Office of the Vice President for Health Programs (OVPH) and Health Strategy, Innovation and Program Support (HSIPS), a unit within OVPH, by serving as the day-to-day organizer, expediter, and coordinator of substantive administrative and financial matters, maintaining office functionality, and handling department procurement and processing invoices and expenses through Unit 4 financial system. The successful candidate will be able to work in a fast-paced environment and manage multiple tasks simultaneously, have exceptional organizational skills, possess good judgment and discretion with sensitive information and documentation.  The Program Assistant liaises between the OVPH, including HSIPS, and various Carter Center departments, including but not limited to Development, Finance, Overseas Operations, Events, Volunteers, the CEO Office, and external partners on a full range of Center activities. The position provides support to all Health Programs staff in the above-listed units and will receive guidance as appropriate (50% OVPH, 50% Special Health). This position will report to the Chief of Staff for Health Programs. Due to the Health Programs’ locations overseas, Hostile Environment Awareness Training (HEAT) may be required. This position is based in Atlanta.

KEY RESPONSIBILITIES:

JOB DESCRIPTION: Provides administrative and logistical support for projects, initiatives, and programs within an NGO environment.

Assists assigned managers and team members by maintaining calendars, receiving and composing communications as correspondence, and replies to inquiries.

Handles preparations, scheduling, logistics, and other various requirements for domestic and international travel. Drafts contracts, budgets, and donor reports with direction from manager. Processes financial documents including contracts, expense reports, invoices, etc. Writes routine reports and correspondence, and assists with the development of project/program materials. Organizes meetings and events. Works with and maintains data management and filing for projects/program. Serves as an administrator of work product with other programs/departments, i.e. finance, program development, public information, etc. Liaises and communicates with project consultants and field office staff, providing logistical and administrative support, as directed. Conducts research and provides support to one or more staff members in regards to project and programmatic efforts. May supervise work study students and volunteers.

• Maintains a calendar of events on the Health Programs SharePoint site.
• Shares out-of-office/traveling dates on the general Health Programs Travel calendar. Registers staff for conferences and special meetings.
• Reviews and distributes incoming correspondence and other inquiries and identifies items of interest to staff members of the OVPH and HSIPS.
• Assists Special Health Programs staff with the assembly, publication, sharing, and presentation of reports on the status of activities. Manages distribution of the Eye of the Eagle and other publications. Creates and maintains OVP Health SharePoint sites.
• Archives and/or maintains electronic files in SharePoint and in Microsoft OneDrive/Teams. Manages  Emory University Institutional Review Board (Emory IRB) Repository on behalf of the OVPH.
• Establishes processes and defines procedures for electronic and paper filing systems to maintain records and correspondence.  
• Drafts and distributes meeting notes. May attend some meetings for the Office of the VP for Health and/or HSIPS staff members.
• Helps coordinate the execution of conferences and meetings in which OVPH and HSIPS staff members are participating. Prepares travel requests and briefing materials, and ensures logistical arrangements (air travel, hotel, visas, etc.) for staff members’ and consultants’ domestic and international travel are complete.
• Submits travel expenses and meeting invoices for processing.
• Receives and guides visitors, and answers and screens incoming telephone calls by providing information, routing calls, or taking messages and distributing them to the appropriate employee to ensure that the caller's needs are met.
• Liaises with The Carter Center staff, Emory University staff, World Health Organization staff and other key stakeholders involved in program activities domestically and internationally.
• Responds to and arranges logistics for meetings requested by external stakeholders which might include ensuring proper meeting room setup, access to Audio/Visual equipment, the booking of catering, and procurement of any other relevant meeting materials.
• Orders office supplies and materials, monitors the status of office equipment (e.g., copier, fax, printers, scanners), and requests maintenance/repair service for such equipment as well as repairs for offices assigned to staff. Processes invoices and expenses through Unit 4 financial system and monitors payment of such expenses.
• When necessary, conducts special assignments/studies/archiving at the request of staff members of the VP Health Office and HSIPS Unit. These may require investigation, research, and preparation of reports on specific topics.
• Ensures compliance with all organizational policies and procedures. Coordinates efficient procedures to support program activities.
• Maintains professional growth and development for self by identifying educational/training programs, professional organizations, activities, and resources to maintain knowledge of national trends and to promote leading edge expertise.
• Assists the Vice President for Health Programs in the absence of the of the Chief of Staff. May supervise work study students and volunteers.
• Performs other related responsibilities as needed.

MINIMUM QUALIFICATIONS:

• A high school diploma or equivalent AND at least five years of administrative experience, OR a bachelor's degree.
• Proficiency with various computer software applications, especially Microsoft Office 365.

PREFERRED QUALIFICATIONS:

• Individual should be detail-oriented, organized, and able to work under pressure and tight deadlines when necessary.
• Writing experience with strong grammar and communication skills.
• Experience using ERP accounting software, such as Unit4, or the ability to be trained on it.
• Comprehensive knowledge of Microsoft Office 365 software and capable of developing SharePoint sites.
• Proficiency in a foreign language, such as French, Spanish, Portuguese or Arabic.
• The successful candidate will have the ability to work in a fast-paced environment and must be able to manage multiple tasks simultaneously, have exceptional organizational skills, and possess good judgment and discretion with sensitive information and documentation. 

NOTE: This role will be granted the opportunity to work from home regularly but must be able to commute to The Carter Center on a flexible weekly schedule based upon business needs.  Schedule is based on agreed upon guidelines.  All non-exempt employees must reside within the state of Georgia. The Carter Center reserves the right to change remote work status with notice to employee. Applicants must be currently authorized to work in the United States for any employer.

Emory is an equal opportunity employer, and qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability, protected veteran status or other characteristics protected by state or federal law. Emory University does not discriminate in admissions, educational programs, or employment, including recruitment, hiring, promotions, transfers, discipline, terminations, wage and salary administration, benefits, and training. Students, faculty, and staff are assured of participation in university programs and in the use of facilities without such discrimination. Emory University complies with Section 503 of the Rehabilitation Act of 1973, the Vietnam Era Veteran's Readjustment Assistance Act, and applicable executive orders, federal and state regulations regarding nondiscrimination, equal opportunity, and affirmative action (for protected veterans and individuals with disabilities). Inquiries regarding this policy should be directed to the Emory University Department of Equity and Civil Rights Compliance, 201 Dowman Drive, Administration Building, Atlanta, GA 30322. Telephone: 404-727-9867 (V) | 404-712-2049 (TDD).

Emory University is committed to ensuring equal access and providing reasonable accommodations to qualified individuals with disabilities upon request. To request this document in an alternate format or to seek a reasonable accommodation, please contact the Department of Accessibility Services at accessibility@emory.edu or call 404-727-9877 (Voice) | 404-712-2049 (TDD). We kindly ask that requests be made at least seven business days in advance to allow adequate time for coordination.