Program Assistant at Credence Management Solutions in Washington, Washington DC

Job Description:

Summary Statement:

The Global Health Training, Advisory and Support Contract (GHTASC) delivers effective global health programming to advance the mission of the U.S. Agency for International Development (USAID), Bureau for Global Health (GH) through institutional support and workforce development services from junior, mid-level, senior and expert advisory and administrative professionals.

Credence and its partner, the Public Health Institute (PHI), are both employers for GHTASC, and are seeking a Program Assistant under GHTASC. This position will be hired under Public Health Institute (PHI).

Position Summary:

The Program Assistant will primarily support the Policy, Evaluation, and Communication (PEC) and Service Delivery Improvement (SDI) divisions of the Office of Population and Reproductive Health as a PHI Institutional Support Contractor (ISC). In this role, the selected candidate will perform a variety of both complex and routine administrative duties that are critical to the functioning of the two different divisions. The Program Assistant's duties range from basic office tasks such as answering telephones, responding to emails, maintaining electronic and paper files, managing staff meeting logistics, and managing formal correspondence to more complex tasks such as researching and summarizing information contained in files, reporting back on meetings, tracking administrative actions, and providing input on special projects. The individual must be motivated, proactive and able to track and manage multiple details.

The Program Assistant must rank tasks in order of importance and impending deadlines and handle several tasks simultaneously. This position has potential for professional development and training.

Full pay range for this position is $28.50 to $49.88 per hour, with the starting wage determined based on candidate’s knowledge, skills, experience, as well as budget availability.

 Essential Duties and Responsibilities:

● Maintains calendars and schedules appointments for division wide meetings, processes and events based on the knowledge of their activities, regularly scheduled meetings, and ad hoc meetings.
● Routes memos or other formal clearances within USAID, including within GH and PRH and responds to routine requests for information.
● Assists with administrative travel tasks.
● Schedules, organizes, provides logistical support, and takes notes for meetings, workshops, and events, which includes reserving conference rooms or other appropriate facilities, preparing agendas, notifying participants, setting up equipment, assembling background and informational materials, and distributing meeting notes - for internal and external audiences.
● Receives and controls incoming actions, ensuring compliance with deadlines. Sorts and
distributes correspondence and other mails.
● Maintains filing system and assists with monitoring, reviewing, updating, storing and retiring office files, both paper and electronically.
● Maintain program database, tracking and entering all project modifications and informing project management teams of updates.
● Maintains and supports administrative and financial tracking systems and assists in the design and maintenance of spreadsheets and databases to support these systems.
● Assists with budget preparation, analysis, and funds tracking as well as preparation of materials for results reviews, financial reviews, and budget requests.
● Stays up to date with government and Agency rules and regulations in areas that affect project management, such as changes in procurement processes.
● Supports working groups, country teams, and A/CORs in program coordination and project management duties.
● Manage office supply requests and inventory.
● Provides phone, IT technical and other appropriate backstopping support to assist the division,
the office, and the bureau on an as-needed basis.
● Assists in familiarizing new staff members with the office standards and procedures and or
participating in their on-the-job training.
● Schedules, plans and prepares materials for briefings, events and presentations including event publicity materials on behalf of the staff for external and internal audiences.
● Maintains leave, travel, timekeeping, and training schedules.
● Maintains personnel information databases on behalf of the division.
● Performs other duties as assigned.

Qualification Requirements:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required.

Minimum Qualifications:

● Bachelor’s degree with 4 years of relevant experience, Associate’s degree and 6 years of relevant experience, or High School graduate and 8 years of relevant experience.

Other Qualifications:
● Professional office experience.
● Must be proficient in Microsoft Office Suite and Google Applications. Interest in or familiarity with international or domestic family planning and reproductive health is preferred.
● Oral and written communications skills and the ability to read, analyze, and interpret general information is critical.
● Ability to effectively present information and respond to questions from groups of managers, clients, customers, and the general public is necessary.
● French language skills are preferred.
● US citizen or US permanent resident with the ability to obtain and maintain facility clearance.

Competencies:
● Innovation: Employee takes initiative to propose new ideas/approaches and demonstrates ability to find new and better ways to accomplish work.
● Customer Service: Handles customer questions and complaints, communicates with customers, handles service problems politely and efficiently, always available for customers, follows procedure to solve customer problems, understands company products and services, maintains pleasant and professional image.
● Accountability: Takes ownership of work responsibilities and holds high standards. Keeps commitments and takes appropriate actions to ensure obligations are met. Pursues efficiency and effectiveness and adheres to Organization policies and procedures.
● Interpersonal Skills: Employee demonstrates ability to work in cooperation with others and communicate effectively with co-workers, supervisors, subordinates, clients, and other outside contacts.
● Continual Learning: Assesses and recognizes own strengths and weaknesses; pursues professional development that is aligned with organizational role, contribution, and goals. Proactively shares knowledge with others to foster learning across the Organization.

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