Job Description:
Special Assistant to the Senior Vice President of the Quality and Performance Institute (QPI) and Director of the USAID Applying Science to Strengthen and Improve Systems (ASSIST) Project is responsible for a broad scope of work related to scheduling, event planning and management, and other administrative tasks. The Special Assistant must be able to maintain high work performance in a fast paced and constantly changing environment. The main responsibility is to manage the scheduling and facilitation of meetings, events, and conference calls. The Special Assistant is must be able to work both independently and collaboratively to deliver high quality work.
This position is in the Quality and Performance Institute (QPI) at URC. QPI focuses on improving health care through applying improvement (aka implementation/ delivery) science.
The USAID Applying Science to Strengthen and Improve Systems Project is one of URC’s global flagship projects funded by USAID and dedicated to improving health care in developing countries through the application of modern improvement science to delivery institutions, country Ministries of Health, USAID country missions, and cooperating agencies. The project is a $185 million cooperative agreement and is currently operating in about 30 countries in all global health technical areas. The project is a global leader in the advocacy, development, and promotion of cost-effective methods to design and improve healthcare care and strengthen health systems in low and middle-income countries.
Job Responsibilities:
- Provide administrative support to the Senior Vice President, including calendar and travel management
- Take ownership of calendar management, including proper scheduling and follow up of all meetings, travel, and conference calls
- Coordinate with URC staff, partner organizations, and other stakeholders for scheduling of meetings, events, and conference calls
- Facilitate meetings, events, and conference calls, including meeting logistics and setup, as needed
- Prepare draft papers and memos
- Responsible for correspondence and follow up
- Manage meeting follow-up actions, including email correspondence and preparing follow-up meetings, phone calls, etc.
- Develop and maintain filing and index system for documents and print resources
- Update and manage contact information
- Answer and screen phone calls
- Maintain mail and all subscriptions (journal and magazine subscriptions)
- Assist with event registration, including travel arrangements (travel requests, visa applications, etc.)
Job Requirements:
- A Bachelor’s degree in public health, medicine, management, or social science. Master’s degree preferred
- At least two years of relevant experience is preferred
- Knowledge of or willingness to learn Quality Improvement Science and methods
- Fluency in a second language (e.g., French or Spanish) in addition to English, is preferred
- Ability to function in a multicultural environment is a plus
- Excellent verbal, interpersonal, and written communication skills
- Strong writing and presentation skills a must
- Demonstrated ability to manage multiple tasks and assignments
- Strong time management and organizational skills
- Track record of being able to complete tasks in a timely manner with flexibility to adapt to changing work conditions
- Proficiency in MS Office
- Experience with video and teleconference programs such as WebEx, GoToWebinar, and Skype
- Ability to schedule meetings across multiple time zones with multiple stakeholders
- We are looking for a highly motivated, high energy, and dynamic candidate interested in learning and developing new and current skills
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