With minimal supervision, provides administrative support for a Chair or Associate Dean of an academic or basic research unit or for an Associate Vice President or Associate Vice Provost (and above). Oversees office operations and ensures office activities comply with policies and procedures. Prepares or assists in the preparation of budgets, grant applications, proposals, status reports and financial statements. Develops and maintains spreadsheets. Initiates, processes and maintains records and invoices. Keeps manager informed of account status, authorizes expenditures and identifies cost effective alternatives. Maintains calendar, prepares daily schedule and prioritizes meeting requests for manager(s). Ensures manager is appropriately prepared for daily activities. Coordinates, attends, prepares materials for and/or takes minutes at meetings and special events. Prepares charts and graphs for reports and presentations. Reviews incoming correspondence and identifies items of special interest to manager or others. Screens items that can be routinely handled and prepares appropriate responses. Based on a knowledge of the manager’s views, composes, edits and types correspondence, reports and manuscripts under minimal guidance. May take dictation or transcribe from a machine. Maintains various databases and/or spreadsheets. Sets up and organizes filing systems. Answers, screens and routes incoming telephone calls. May supervise or direct the work of other administrative clerical/secretarial employees. Oversees ordering and maintenance of office supplies and forms. May coordinate domestic or foreign travel arrangements. Performs related responsibilities as required.
BACKGROUND: TEPHINET is a Program of the Task Force for Global Health, Inc. The principal mission of TEPHINET is: To strengthen international public health capacity through initiating, supporting, and networking of field-based training programs that enhance competencies in applied epidemiology and public health practice. In addition to this mission, TEPHINET provides administrative and management support to many international public health projects, some of which are related to the field epidemiology training programs. The Sr. Administrative Assistant will provide support to the Director of the TEPHINET Program as well as general operations support to the Program.
PRIMARY RESPONSIBILITIES:
Provides administrative support to the Director and Deputy Director, and Operational support to the Program and staff.
· Independently maintains executives’ calendar by prioritizing meeting requests, scheduling appointments and ensuring appropriate preparation for Director daily activities. When necessary, notifies and coordinates the scheduling of participants and assembles associated information.
· Provide logistical support for TEPHINET domestic and international meetings, conferences and events, including, but not limited to:
o travel and lodging arrangements for participants;
o collaborating with venues on catering arrangements and configuring meeting spaces;
o formatting, compiling and disseminating meeting materials;
o updating and maintaining the budget using an established template in collaboration with TEPHINET Sr. management;
o pre- and post-meeting communications to participants and;
o updating work plans and timelines as needed.
· Provide administrative support to TEPHINET’s program operations including, but not limited to:
o compiling, reviewing and reconciling receipts and supporting documentation for consultant and vendor invoices;
o reviewing incoming e-mails and voicemails and responding accordingly;
o proofreading documents and reports as requested;
o scheduling and monitoring attendee acceptances for meetings and conference calls;
o recording meeting minutes and developing summary reports;
o handling administrative and accounting responsibilities in support of the program;
o coordinating program members domestic and international travel arrangements by preparing travel authorization request forms, expense reports, booking, processing travel advances and monitoring reimbursements and;
· Assists in preparing correspondence, reports, presentations and other related materials. Reviews for proper enclosures and conformance to procedures, calendars for follow-up if necessary.
· Provide assistance with general office support such as ordering supplies and equipment, answering telephones, distributing mail and faxes, and responding to general inquiries.
· Greets callers and visitors, ascertains nature of business and either assists or refers to appropriate individuals.
· May attend meetings, take minutes, transcribe and distribute minutes.
OTHER RESPONSIBILITIES:
· Handles special projects as assigned.
· Remains open and willing to assist with other assignments as requested.
· Participates fully as a member of The Task Force by contributing, assisting and participating in projects, activities, and initiatives as requested by Task Force management.
TRAVEL: Less than 10% of domestic and international travel
MINIMUM QUALIFICATIONS: A high school diploma or equivalent and six years of secretarial or administrative support experience, OR a bachelor’s degree and one year of administrative support experience. Proficient with word processing, spreadsheet, and presentation software applications.
PREFERRED QUALIFICATIONS:
· A bachelor’s degree in a related field.
· Prior experience working in an international organization.
· 5 or more years’ experience in an Executive Administrative Assistant or Sr. Secretary role
· Prior domestic and international meeting logistics experience.
· Demonstrated ability to work effectively independently or as part of a team.
· Demonstrated ability to manage time and prioritize tasks to ensure completion by deadlines.
· Able to follow established business processes to ensure efficient completion of work.
· Excellent written and verbal communication in English.
· Proficiency with Microsoft Office (Word, Excel, PowerPoint, Outlook) and Gmail.
· Prior experience providing executive or senior administrative support within a medium or large sized organization. ,
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