Project Assistant, WSU Public Health Program - Dept. Internal Medicine

Wayne State University•Detroit, MI

4d•Onsite

About The Position

The Project Assistant provides specialized staff support for the development, implementation, and maintenance of the Tolan Park Adult HIV Program. The role applies established techniques and methods in serving internal and external clients, including subcontracted agencies, collaborating programs, and external funders; develops systems in response to changing program needs; and assists the administrative leadership team with operational goals, objectives, and services. The position reports to the Associate Director, WSU Infectious Disease Public Health Programs. The Project Assistant coordinates program and project activities, serves as a liaison and information resource, supports day-to-day operations, and maintains schedules and complex travel arrangements. The role develops systems and coordinates teams for funder site visits and audits, coordinates grant submissions, and prepares program correspondence, reports, and informational materials. It also monitors budget expenditures and prepares financial and statistical reports, handles approved purchasing, and coordinates facilities, services, and equipment. The position may functionally supervise a small number of part-time temporary support staff.

Requirements

Bachelor's degree from an accredited college or university in Public Health, Healthcare Administration, Business Administration, or a related field; an equivalent combination of job-related experience and education will be considered.
Three to four years of job-related experience.
Experience in organizational management and project planning.
Experience working with data and creating charts, graphs, and tables.
Experience supporting program audits or compliance site visits.
Experience working with research projects.
Experience purchasing and inventorying supplies and resources.
Experience handling business office operations.
Knowledge of preparing grant applications and proposals.
Ability to communicate effectively verbally and in writing, with strong customer service skills.
Strong interpersonal skills to establish and maintain productive working relationships with physicians, patients, families, and others inside and outside the practice area.
Ability to perform bookkeeping duties, with strong analytical and problem-solving skills.
Ability to establish and meet deadlines, work under pressure, and function independently.
Moderate to high skill level using Microsoft Office products, especially Excel.

Nice To Haves

Experience in community-based health programs and services is strongly preferred.

Responsibilities

Coordinate program and project activities, research methodologies, and initiatives; assess goals, objectives, and needs with program participants and supporters.
Recommend procedural changes, develop program materials, and support informational and promotional activities.
Serve as an information source and liaison for faculty, staff, students, vendors, outside agencies, and the public; answer questions and resolve routine operational problems.
Represent the organization to obtain and exchange information, conduct on-site visits, negotiate vendor services, and assist in obtaining conference sponsorship.
Maintain calendars, schedule meetings and activities, and arrange complex travel.
Assist with daily administration, establish work schedules and agendas, assign and monitor program work, and conduct meetings to evaluate activities.
Develop and maintain systems for annual funder site visits and audits; coordinate preparation teams and responses to site visit reports, and ensure administrative elements are accurate.
Coordinate grant submissions, including formatting, copy editing, and timing.
Prepare correspondence, memorandums, reports, informational materials, handbooks, brochures, and program packets; process complex documentation using appropriate software.
Monitor budgeted expenditure accounts, prepare financial activity reports, complete statistical reports, and purchase approved supplies and resources.
Coordinate facilities, services, and equipment, including space leasing, subcontracting arrangements, and requests for maintenance or printing services.
Interface with University personnel to obtain and exchange information.
May functionally supervise one to two part-time temporary student, college work-study, or technician support staff; may interview and recommend employment, discipline, and evaluations; plan and assign work; train staff; and monitor workflow and staffing levels.
Perform other related duties as assigned.