The successful candidate’s starting pay will fall within the pay ranges listed below. Base salary is localized according to an employee’s work location. Ranges are market-dependent and may be modified in the future.

 

For candidates living in Boston, MA, Denver, CO, New York, NY, Los Angeles, CA, Sacramento, CA, San Diego, CA, and Washington, DC, the pay range is $57,700 - $67,100.

 

For candidates living in the United States, besides Boston, MA, Denver, CO, New York, NY, Los Angeles, CA, Sacramento, CA, San Diego, CA, and Washington, DC, the pay range is $48,900 - $56,850.

PLEASE NOTE: This is a US-based role that requires the employee to reside within the 48 contiguous states.

 

The Associate Specialist provides project management and administrative support to the Public Health Preparedness and Response program and to other areas as needed within the Association. This may include coordination of public health preparedness and response initiatives, support for committees and other groups, implementation of organizational tools and systems, coordination with internal staff, members and partners on assessments and other resources, and administration of contracts. This position reports to the Senior Director, Public Health Preparedness and Response.

 

At this time, this position is funded through June 30, 2026 and is dependent upon continued availability of funds.

 

The Association of Public Health Laboratories (APHL) works to strengthen laboratory systems serving the public’s health in the U.S. and globally. APHL’s member laboratories protect the public’s health by monitoring and detecting infectious and foodborne diseases, environmental contaminants, terrorist agents, genetic disorders in newborns and other diverse health threats.

As part of the Public Health Preparedness and Response (PHPR) Program at APHL, the Associate Specialist is responsible for:

• Managing the web content for the PHPR Program, collaborating with staff to ensure that all content on the website is current and accurate.
• Maintaining SharePoint sites, collaborating with staff to ensure appropriate access and organization of all items.
• Developing content for newsletters, APHL Blog, e-Updates, ColLABorate Communities of Practice, Lab Matters, and social media sites utilized by the organization.
• Developing and updating facts sheets, presentations and other communications materials, following APHL branding and style guidelines.
• Participating in meetings to increase the visibility of member laboratories and promote their role in public health laboratory preparedness and response.
• Working with PHPR and APHL’s Public Policy staff and appropriate committees to develop position statements and track completion of deliverables.
• Independently managing the logistical details for teleconferences, webinars, and other virtual and in-person meetings by using scheduling tools to select dates/times, setting-up registration and call-in details, notifying the participants and sending out the agendas and notes.
• Supporting program conferences, meetings and training projects by:
  • Notifying participants of conferences and meetings and providing agendas and other logistical information to participants,
  • Researching hotels to ensure they meet APHL needs; this includes coordinating with APHL’s Operations teams to ratify contracts with hotels, ordering food/beverages and ensuring onsite facilities/AV meet APHL needs,
  • Providing on-site support for conferences and meetings when requested,
  • Assisting in production and distribution of conference handouts, folders, marketing materials, and proceedings,
  • Coordinating the travel reimbursement process, including communicating with travelers, tracking payments, and submitting paperwork such as invoices to supervisor or designee and Finance/Accounting,
  • Summarizing meeting evaluation forms, and
  • Providing other project support as needed.
• Coordinating with staff, members, partners, contractors and consultants to submit payment requests/invoices to Finance/Accounting.
• Coordinating with other staff to format electronic surveys, collect and validate data, and generate relevant reports regarding Public Health Preparedness and Response.
• Ordering office supplies for staff and procuring laboratory and other supplies on behalf of our members and in coordination with APHL’s Procurement Team, members and partners. Ensures that proper payment is made, product is delivered on time, and orders are tracked appropriately. 
• Maintaining a current list of state public health laboratory emergency contacts, Biological Threats Preparedness Coordinators and other key individuals as requested by supervisor.
• Serving as a Gatekeeper for the secure Laboratory Response Network (LRN) website, reviewing and approving state and local governmental laboratories for access.
• Taking and distributing notes to the relevant staff and/or members and partners in a timely fashion.
• Scheduling and attending staff meetings and providing summary notes when requested. Working with supervisor to schedule monthly team meetings, developing the agenda, taking and distributing notes.
• Providing logistical support and coordinating travel arrangements for PHPR staff and members or other travelers in accordance with APHL policies.
• Organizing and maintaining paper and electronic files in order to complete work in a systematic and timely fashion.
• Responding to requests for materials and information about program activities in writing, by phone and by email.
• Preparing and distributing documents, correspondence, reports, forms, training materials, graphics, etc. for the Association.
• Preparing presentations about APHL activities for self and/or others to deliver at conferences and seminars.
• Providing general administrative assistance to all staff, including the Chief Executive Officer and the Chief Program Officer, Public Health Programs, as requested.
• Participating on crisis response team as assigned.
• As is true for all APHL staff, completing other duties as assigned.

• Bachelor’s degree (preferred) in science, technology, engineering, math (STEM) field and/or public health and one year relevant experience in an office/administrative position OR
• Associate’s degree (required) in STEM field and/or public health with at least two years relevant experience in an office/administrative position
• Experience in clinical or public health laboratory or governmental agency (preferred)

Knowledge

• Computer programs such as Microsoft Office Suite required. Familiarity with SharePoint preferred
• Administrative tasks requiring organization and record keeping
• Correct English usage, including spelling, grammar, and word meaning
• Interest in science, preparedness, public policy or the public health field preferred

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
• Proficient in typing and word processing, proofreading,  and reading comprehension
• 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
• 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

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.

Qualified applicants will receive consideration for employment without regard to disability, protected veteran status, race, color, religion, sex, sexual orientation, gender identity, national origin or any other characteristics protected by applicable law.