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15 Nov 2022

Full-Time Administrative Associate II

Fhi360 – Posted by CKingFhi360 North Carolina, United States

Job Description

FHI 360 staff working in the United States are required to be fully vaccinated for COVID-19, regardless of the type of project or client they serve, or of their employment status (full/part-time, remote, telework, or in-office), unless an accommodation applies.  FHI 360 complies with federal, state, and local laws with regard to accommodations related to this policy. Full vaccination is currently defined as two weeks after the second dose in a two-dose series, such as the Pfizer-BioNTech or Moderna vaccine, or two weeks after a single-dose vaccine, such as Johnson & Johnson’s Janssen vaccine. Booster doses are not required at this time. 

 

Staff within the Science Facilitation Department of FHI 360 serve as the Operation Center for the US National Institutes of Health (NIH)-sponsored International Maternal Pediatric Adolescent AIDS Clinical Trials (IMPAACT) Network. The Operations Center is accountable for supporting the development, implementation, and reporting of all Network clinical trials and for being a central point of coordination, communications, and support to Network Groups and all network committees, protocol teams, and working groups. The Operations Center is also responsible for arranging and supporting all network meetings; for the governance of the network and communications; and for providing logistical and administrative support for the IMPAACT leadership and other committees.

 

The Administrative Associate (Administrative Associate II) is a member of this team who will support administrative and meeting planning needs. The Administrative Associate must be excited to work in a mission-driven, collaborative team atmosphere and perform a variety of administrative and office support duties. Duties performed may include preparation of documents and reports, the use of office technology, compiling records, organizing, maintaining files, travel support and meeting planning. This role must be skilled in all aspects of event, meeting, and conference planning, of varying sizes and purposes. This person must also have excellent leadership skills and an ability to delegate responsibilities to meet expectations for quality.

 

Candidates based near the Durham, NC or Washington DC offices will be given preference. This is a remote position with occasional in-person requirements as needed for meeting/event organization.

 

Accountabilities:

  • Performs intermediate level administrative tasks, supporting a large project
  • Organizes internal and external meetings and conferences; in-person, online, and with a hybrid approach:
    • Coordinates staff to ensure event planning activities are completed on time and within budget
    • Selects venues, and establishes and maintains relationships with vendors
    • Involved in all aspects of planning event details, including catering, hotel reservations, presentation materials, and meeting rooms
    • Arranges detailed travel plans and itineraries, compiles documents for travel-related meetings, prepares visa request letters, and processes travel expense forms
    • Manages events and addresses problems as they arise
  • Procures project related materials, and inputs information into accounting software systems (e.g., submitting purchase orders and facilitating the process flow as needed to ensure vendor payment)
  • Provides Zoom, Teams, and SharePoint support, including setting up and maintaining files on shared sites
  • Reviews data and information for completeness and accuracy using standard guidelines; communicates and manages timelines of key deliverables
  • Prepare routine status reports and track office-related metrics
  • Assist in maintaining inventories, records, and receipts
  • Works in cooperation with other Administrative Associates in the department, to ensure project and department support needs are met
  • Supports onboarding of new project staff
  • Provides administrative support to staff for copying, faxing and large- scale mailings
  • Responds to staff requests for administrative support as needed
  • Works independently or as a member of a team on special and ongoing projects
  • Handles confidential and non-routine information and explains departmental policies when necessary

 

Requirements:

 

  • Associate’s Degree or International Equivalent in Business Administration or Related Field.
  • Bachelor’s Degree preferred.
  • 3+ years of relevant experience.
  • Ability to gather, recommend and summarize data for reports, finds solutions to various administrative problems, and prioritizes work.
  • Strong attention to detail in composing, typing, and proofing materials, establishing priorities and meeting deadlines.
  • Demonstrated understanding of the area of specialization, of program procedures, methods, and practices to include knowledge of program and staff responsibilities.
  • Comfortable with filing and data systems, functions, and/or procedures that require knowledge of the program.
  • Strong command of Microsoft 365 suite.
  • Communicates information clearly about services, processes, and procedures using prescribed or established guidelines.
  • Gathers readily available information from office records to drafts e-mails, memos and other documents.
  • Editing and proofreading skills: grammar, spelling, punctuation, and basic formatting.
  • Demonstrated experience accurately recording and documenting information.

 

Technology to be Used:

  • Computer, Microsoft Office 365 (i.e. Word, Excel, PowerPoint, SharePoint/Teams, e- mail), office telephone, and printer/copier.

 

Physical Requirements:

  • Typical office environment.
  • Must be able to lift or move 5 lbs.

 

Travel Requirements:

  • Less than 10%

How to Apply

Use the following external URL: https://fhi.wd1.myworkdayjobs.com/en-US/FHI_360_External_Career_Portal/details/Administrative-Associate-II_Requisition-2022202184?q=2022202184

Job Types: Full-Time.

Job expires in 77 days.

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