Description

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.

Requirements

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.