181 applicants

Company

Original Job Post

Public Health Institute · 2 days ago

Administrative Assistant IV

United States

Part-time

Remote

Mid Level

$27/hr - $39/hr

4+ years exp

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Responsibilities

Assist the Executive Director in day-to-day business activities; act as liaison to Alliance staff; handle confidential and sensitive matters with discretion and tact; coordinate communications with the Public Health Institute (PHI) Central Admin, and other stakeholders.

Undertake and complete a variety of administrative assignments with independent judgment.

Organize, schedule and coordinate meetings and conference calls for Executive Director, including recording minutes and post-meeting action items, as well as communications with stakeholders regarding these meetings.

Triage and respond to (when appropriate), general queries and requests from Alliance members.

Track key due dates for reporting, applications, and other activities and ensure timely completion.

Review, code, and gain approval for Alliance purchase orders, invoices, check requests, and travel expense reimbursements and submit to Program Administrator and/or PHI Central to ensure timely payment.

Manage equipment and supplies purchasing.

Under direction of the Executive Director and Program Administrator, support maintenance of program file organization, including cloud-based file management for Box, Google Drive and other applications.

Serve as liaison with PHI Grants & Contract Specialist in providing financial reporting and invoicing to funders.

Manage inventory of general office supplies and ensure adequate supplies are available.

Take responsibility for Alliance corporate credit card and ensure that usage is documented appropriately according to PHI policy.

Serve as the Alliance back-up program contact for administrative communications via email and phone with outside parties, including awardees and sub-awardees when the Alliance or other staff are unavailable.

Draft and proof-read routine memos and other communication materials and send out mass e-mails to Alliance members.

Provide support services including typing, copying, mailing, scanning, and faxing.

Prepare PowerPoint and other multi-media presentations.

Coordinate own activities with other Alliance staff.

Provide support with special projects.

Perform other duties as assigned.

Qualification

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Microsoft OfficeScientific TerminologyProblem-SolvingCommunicationOrganizationAdaptabilityAttention to Detail

Required

4 years of experience in an administrative support position.

Associate degree, or substitute with two additional years of related experience.

Knowledge of Microsoft Office applications with the ability to learn new software, as necessary.

Strong oral and written communication skills with good grammar and spelling.

Excellent judgment and discretion with the ability to handle matters of a confidential and sensitive nature.

Well organized with superior prioritization skills and flexible to manage multiple complex projects with minimal supervision and attention to detail.

Ability to adapt to direct and indirect reporting relationships.

Familiarity with scientific terminology.

Ability to learn job responsibilities efficiently and quickly.

Company

Public Health Institute

Public Health Institute offers programs and services that aim to promote health, well-being, and quality of life

Founded in 1964

Washington, District of Columbia, USA

501-1,000 employees

http://www.phi.org

H1B Sponsorship

Public Health Institute has a track record of offering H1B sponsorships. Please note that this does not guarantee sponsorship for this specific role. Below presents additional info for your reference. (Data Powered by US Department of Labor)

Distribution of Different Job Fields Receiving Sponsorship

Trends of Total Sponsorships

2023 (2)

2022 (2)