$59,000-$66,000

The Associate Specialist provides project management and high-level administrative support to the Global Health Program. This is an administrative career position that will be responsible for activities that may include: developing organizational tools and systems, scheduling country team conference calls, taking meeting minutes and administration of contracts and payments. This is a domestic position with no anticipated international travel. This position reports to the Senior Specialist of Global Health.   

The Associate Specialist supports the following:

 

Project Management

• Provides support for program initiatives by providing administrative assistance to program staff and participating in relevant meetings and conference calls.

 

Contract Administration

• In collaboration with the program staff, develops contracts and manages administrative processes to ensure compliance with APHL policies, completion of deliverables and timely payments to all parties.

 

Communications

• Participates in meetings to increase the visibility of member laboratories and promote their role in global public health.

 

Administrative Support

• Independently manages the logistical details for teleconferences using scheduling tools to select dates/times, setting-up bridge lines, notifying the participants, sending out the agendas.
• Supports program conferences, meetings and training projects by:
  1. Notifying participants of conferences and meetings and providing agendas and other logistical information to participants,
  2. Researching hotels to ensure they meet APHL needs; this includes initiating and coordinating ratification of contracts with hotels, ordering food/beverages and ensuring onsite facilities/AV meet APHL needs,
  3. Providing on-site support for conferences and meetings when requested, either in the Bethesda office or at other venues,
  4. Assisting in production and distribution of conference handouts, folders, marketing materials, and proceedings,
  5. Coordinating the travel reimbursement process, including communicating with travelers, tracking payments, and submitting paperwork to supervisor or designee and accounting.

• Coordinates with program staff to develop organizational tools and processes to improve work efficiency.
• Orders laboratory supplies in coordination with program staff. Ensures that proper payment is made, product is delivered on time, and orders are tracked appropriately. 
• Schedules and attends staff meetings, and provides summary notes as requested.
• Organizes and maintains paper and electronic files in order to complete work in a systematic and timely fashion. Uses designated APHL platforms to store all work files in an accessible location.
• Responds to requests for materials and information about program activities in writing, by phone and by email. Provides members and partners with appropriate information regarding program activities. 
• Prepares and distributes documents, correspondence, reports, forms, training materials, graphics, etc. for the Association.
• Tracks program expenditure for designated accounts and maintains records of receipts.
• Completes other duties as assigned.

Education/Experience:

• Bachelor’s degree (preferred) or equivalent. Educational background in accounting or administrative field preferred.
• 2-4 years progressive and relevant experience in an office/ administrative position.

Skills:

• Team player with positive attitude
• Takes initiative to effectively coordinate and complete projects in a timely manner
• Well-organized and detail oriented
• Excellent customer relations skills
• Excellent verbal and written communication skills
• Capable of handling multiple priorities in periods of a heavy workload

 

Abilities: 

• Ability to handle changing priorities and multiple tasks under tight deadlines
• Ability to establish working relationships with diverse groups
• Ability to follow APHL procedures and tracking systems
• Able to accurately perform simple calculations and use Microsoft Excel
• Ability to work independently as well as in a team setting
• Ability to maintain confidential information

 

Special Requirements:

• This is a domestic-based position with no anticipated international travel.  
• This position may require meeting support outside of standard business hours.

APHL Week is a Conference/Convention that is held at the APHL Home Office Bethesda, MD. This event is mandatory for all employees to attend. Travel and lodging will be reimbursed by APHL.

Please Note: Reimbursement for travel and lodging may not be possible for employees that are local to the APHL Home Office.

The duties and responsibilities listed in this job description are illustrative ones anticipated for this position. Other duties and responsibilities may be assigned as required. Association of Public Health Laboratories (APHL) reserves the right to amend or change this job description to meet the needs of its programs. This job description and any attachments do not constitute or represent a contract.

Work environment characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations will be made for known physical or mental limitations to enable individuals with disabilities to perform the essential functions of the role.

The physical demands described here are representative of those that must be met by a colleague to successfully perform the essential functions of this job. Reasonable accommodations will be made for known physical or mental limitations to enable individuals with disabilities to perform the essential functions of the role.
During the job, the colleague may need to sit for extended periods, use a computer keyboard to type, read information visually, and communicate orally through a computer monitor.

APHL is an equal opportunity employer, and all qualified applicants will receive consideration for employment without regard to race, color, religion, creed, sex, national origin, ancestry, citizenship status, sexual orientation, gender identity, marital status, veteran status, disability, age, genetic information or any other characteristic protected by applicable law.