Program Assistant (GIH)

Purpose:

The Program Assistant supports the mission of Grantmakers In Health by providing administrative and logistical support to several Program staff members. The support provided by the Program Assistant, through efficient and effective support of the various projects, activities, and events, is critical to the success of the programs and events of the assigned group.

Essential Functions:

The following essential functions require strong administrative coordination and technical skills, keen attention to detail, and superior reliability.

Program Support:

Provide administrative and logistical support to assigned group in support of specific projects and activities. Assist and support Program staff with conference call coordination; scheduling and calendar management; database support; research; survey creation and management; preparation, production, and distribution of written and electronic documents and presentations; light editing; and implementation of program logistic requirements.

Event Management Support:

Provide support for various meetings including strategy sessions, workshops, and annual conference sessions by coordinating registration and communications for issue-related webinars; producing meeting materials and resources; organizing staff and team meetings; notetaking and written summaries; scheduling conference calls; coordinating registration, shipping, and mailings; and tracking project timelines.

Database Support:

Create and edit events, distribution lists, mailings, and individual contact records in the GIH CRM (Microsoft Dynamics).

Website Support:

Edit, format, and post content to the GIH website (WordPress).

Competencies:

Attention to detail and Accuracy
Reliability and Trustworthiness
Time Management and Organization skills
Team oriented/Collaborative
Self-Motivated

Supervisory Responsibility:

This position has no supervisory responsibilities.

Work Environment:

This job operates in a professional office environment. On occasion this position may work off-site at events. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines.

Physical Demands:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.  While performing the duties of this job, the employee is regularly required to talk or hear. The employee frequently is required to stand; walk; use hands to finger, handle or feel; and reach with hands and arms, bend, and lift items up to 20 pounds.

Travel:

Travel is expected for this position.

Position Type/Expected Hours of Work:

Some flexibility in hours is allowed, but the employee must be available during the “core” work hours of 10:00 a.m. to 4:00 p.m. and must work 40 hours each week to maintain full-time status. Hours worked in excess of 40 in a given workweek will be compensated at 1 ½ times the regular rate of pay, and must be approved by the supervisor beforehand. Occasional evening and weekend work may be required as job duties demand.

Required Education and Experience

Bachelor’s or Associate’s degree.
5 or more years of relevant administrative support experience
Knowledge and experience in database management, research, and data gathering techniques.
Technical proficiency in Microsoft Office and GoToMeetings/GoToWebinars; experience using SurveyMonkey and Smartsheets is a plus. Familiarity with web-based applications, including HTML and listservs.
Sensitivity and respect for racial, gender, sexual orientation and cultural differences.

Salary Range: $45,000 - $50,000, based on experience (with a very competitive benefits package)

Reasonable Accommodations Statement:

To accomplish this job successfully, an individual must be able to perform, with or without reasonable accommodation, each essential function satisfactorily. Reasonable accommodations may be made to help enable qualified individuals with disabilities to perform the essential functions.

Disclaimer:

This job description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities that are required of the employee. Duties, responsibilities, and activities may change, or new ones may be assigned, at any time with or without notice.