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

Wayne State University•Detroit, MI

3d•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 to support internal and external clients, including subcontracted agencies, collaborating programs, and external funders; develops systems as needed in response to changes in the program environment; and supports the administrative leadership team in meeting operational goals, objectives, and service needs. The position reports to the Associate Director, WSU Infectious Disease Public Health Programs. The Project Assistant coordinates program activities, supports communications and relationships with stakeholders, assists with daily operations and staffing workflows, and maintains administrative, financial, and program documentation. The role also coordinates grant submissions, funder site visits and audits, and related follow-up. Work is performed in a normal office environment; overtime, occasional local travel, and some evening or weekend hours may be required.

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 managing inventory of 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 other internal and external contacts.
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

Participate in and coordinate program and project activities, research methodologies, and initiatives.
Consult with program participants, staff, and supporters to assess goals, objectives, and needs.
Recommend procedural changes, develop operational 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, provide information, and resolve routine operational issues.
Represent organizations to exchange information and conduct on-site visits to establish relationships; may negotiate vendor services and assist in obtaining conference sponsorship.
Maintain calendars, schedule appointments and program activities, and arrange complex travel.
Assist with day-to-day operations, establish work schedules and agendas, assign and monitor work, and conduct meetings to evaluate activities.
Develop and maintain systems for annual funder site visits and audits, coordinate team preparation and responses to site visit reports, and ensure administrative elements are reviewed and accurate.
Coordinate grant submissions, including formatting, copy editing, and timing.
Prepare correspondence, memorandums, reports, and informational materials about program activities; develop handbooks, brochures, and informational packets.
Perform complex typing and process complex documentation using appropriate software.
Monitor budgeted expenditure accounts for supplies and resources, prepare financial activity reports, and complete statistical reports on operational and fiscal activities.
Handle purchasing of approved expenses and coordinate facilities, services, and equipment, including space leasing, subcontracting arrangements, maintenance requests, and printing or duplicating services.
Interface with University personnel to obtain and exchange information.
May functionally supervise a small number of part-time temporary student, college work-study, or technician support staff; may interview and recommend employment, discipline, and evaluation of support staff.
Plan and assign work, train staff in office methods and procedures, and monitor workflow and staffing levels.
Perform other related duties as assigned.