Senior Program Assistant at PATH

PATH is currently recruiting for a Senior Program Assistant for its Digital Square team. The Senior Program Assistant will support the Senior Project Administrator and Project Manager and provide broad administrative and logistical support tensure smooth project implementation. This position provides the opportunity tdevelop project management skills and research experience in a large international NGwhile providing essential coordination and support tproject staff.

Responsibilities:

Communications and Reporting:

• Assist with organizing, formatting, proofreading, and publishing of documents, presentations, tools, reports and other communication materials.
• Ensure project deliverables comply branding and marketing standards of both funder and PATH, as well as alignment with marketing plans.
• Screen internal and external email, phone calls, meeting requests, and other communications for appropriate response and escalation.
• Support coordination of donor reporting and proposal development.

Scheduling and Logistics:

• Coordinate and facilitate team meetings, webinars, and retreats, including scheduling, compiling and organizing relevant meeting materials, coordinating conference rooms and technology taccommodate remote participation, capturing and disseminating meeting minutes, and tracking action items and follow-up activities, as directed.
• Organize travel, as required.
• Collaborate with PATH Program Assistants tensure smooth coordination of team schedule and project activities among the different offices.

Knowledge Management:

• Support development and maintenance of onboarding guides.
• Maintain knowledge management systems and tools.
• Maintain team distribution lists, SalesForce, Smartsheet, and Box permissions tresources and documents.

Contractual:

• Support Project Administrator with reviewing and finalizing RFA documents, creating evaluation documents and providing project management support.
• Track and follow-up on pending procurement requests and approvals.
• Assist with completion of administrative forms, including supply request forms, check requests, and reimbursement forms.
• Upload consultant and subaward documents in SalesForce, creating account and vendor records, and submitting award and amendment requests.
• Create and maintain subaward tracking sheets and other grant management tools.
• Submit payments in SalesForce for approved deliverables and invoices.

General:

• Facilitate after action reviews.
• Advise staff and partners on policies and procedures.
• Perform other duties as assigned.

Required Experience

• Bachelor’s degree required in in public health, international studies, public administration, or related field and a minimum of 2 years’ experience in project administrative support, or a combination of equivalent work-related experience.
• Demonstrated ability tedit and proofread documents, such as proposals and research grants. (PATH proofreading exam required in first 6 weeks of employment.)
• Demonstrated ability twork collaboratively with diverse teams and interface effectively with internal and external stakeholders. Team-focused and collegial with the ability tfacilitate strong working relationships. Adept at working closely with others over geographical distance and time zones.
• Experience with complex scheduling.
• Ability tlearn project management systems/software.
• Strong communication skills (verbal, written, and interpersonal). Diplomacy in communicating with a broad and diverse audience.
• Strong organizational skills, high level of attention tdetail, effectiveness under deadlines and ability twork independently.
• Excellent written and oral communication skills in English