The Carter Center: Program Assistant (NGO)

Emory University•Atlanta, GA

18h•Hybrid

About The Position

The Carter Center is a 501(c)(3), not-for-profit, nongovernmental organization founded in 1982 in Atlanta, GA, by former U.S. President Jimmy Carter and his wife, Rosalynn, in partnership with Emory University. The Center has helped to improve millions of lives in more than 80 countries by waging peace, fighting disease, and building hope. The Carter Center is guided by a fundamental commitment to human rights and the alleviation of human suffering. It seeks to prevent and resolve conflicts, enhance freedom and democracy, and improve health. The Carter Center collaborates with other organizations, public and private, in carrying out its mission around the world. Current information about the Center’s many programs and activities are available at The Carter Center. SUMMARY: The Program Assistant is responsible for providing administrative support to the Office of the Vice President for Health Programs (OVPH) as well as the Health Strategy, Innovation and Program Support (HSIPS), a unit within OVPH, by answering phones; drafting correspondence; handling planning, preparation, and logistics of meetings, and special projects; drafting and managing contracts for consultants and contractors; researching information for reports and presentations; preparing and processing travel requests; assisting staff with administrative functions; maintaining office functionality; and handling department procurement and processing invoices and expenses through Unit 4 financial system. The successful candidate will be able to work in a fast-paced environment and manage multiple tasks simultaneously, have exceptional organizational skills, possess good judgment and discretion with sensitive information and documentation. The Program Assistant primarily manages the calendar of the Vice President and liaises between the OVPH, HSIPS, and various Carter Center departments, including but not limited to Development, Finance, Overseas Operations, Events, Volunteers, the CEO Office, and external partners on a full range of Center activities. The position provides support to all Health Programs staff in the above-listed areas and will receive guidance as appropriate. This position will report to the Chief of Staff for Health Programs and is based in Atlanta. This role may require periodic international travel and re-entry into the United States. Due to the travel locations, Hostile Environment Awareness Training (HEAT) will be required.

Requirements

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.

Nice To Haves

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.

Responsibilities

Provides administrative, operational, and logistical support for projects, initiatives, and programs.
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.