Special Assistant To The Assistant Administrator/Deputy Assistant Administrator

Posting Number: #071-22

Position Title: Special Assistant to the Assistant Administrator/Deputy Assistant Administrator

Closing Date: Until Filled

Location: Washington DC

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• Summary Statement:
• Position Identification Position Working Title: Special Assistant to the Assistant Administrator/Deputy Assistant Administrator Program: GHTASC Division: Global Health Bureau Department: Office of the Assistant Administrator (AA/GH) Work Location: 500 D Street, SW, Washington DC Project Supervisor Name: Deputy Program Director Work Status: X Full-time ☐ Part-time      hours per week FLSA: Nonexempt Labor Category: Mid-level Administrative PHI Title: Administrative Professional II Clearance Level Secret Clearance Travel % None Required

The Public Health Institute (PHI) is an independent, nonprofit organization dedicated to promoting health, well-being, and quality of life for people throughout California, across the nation and around the world. As one of the largest and most comprehensive public health organizations in the nation, we are at the forefront of research and innovations to improve the efficacy of public health statewide, nationally, and internationally.

We are hiring for positions under the Global Health Training, Advisory, Support Contract (GHTASC) in support of the U.S. Agency for International Development (USAID) Bureau for Global Health (GH). These roles deliver institutional support services in a wide range of technical areas at the junior, mid-, senior, and expert levels.

• Position Summary:

The Special Assistant to Assistant Administrator/Deputy Assistant Administrator (AA/DAA) will primarily support the Office of the Assistant Administrator (AA/GH),as a PHI Institutional Support Contractor (ISC). The Office of the Assistant Administrator serves as the principal advisor to the Agency and the Administrator on broad technical and operational matters relating to the mandate of the Bureau. The AA/GH office has ultimate responsibility for the quality of the Bureau’s programs and the capacity of its workforce. It includes the Assistant Administrator, three Deputy Assistant Administrators, Special Advisors, and Program Assistants. In this role, the selected candidate will provide efficient day to day support to the Assistant Administrator (AA) or Deputy Assistant Administrator (DAA), performing a variety of both complex and routine administrative and programmatic duties, as described below. In addition, as directed, the Special Assistant AA/DAA will provide broader support to AA/GH office leadership.

The Special Assistant AA/DAA will perform a broad array of program and administrative support, meeting and travel management as well as preparation (and supporting preparation) of quality written documents, briefing notes, research summaries and presentations.

The Special Assistant AA/DAA is a key member of the team that works to keep the AA/GH office streamlined and efficient, working closely with other leadership staff and as directed, other Bureau staff to ensure its broader goals and objectives are completed in an efficient and effective manner. The Special Assistant AA/DAA ranks tasks in order of importance and impending deadlines and handles several tasks simultaneously. The individual is expected to be familiar with technical issues and policies pertaining to the public health focus area(s) of the AA/DAA’s portfolio and must develop a working knowledge of applicable USAID policies and guidelines, as well as corporate practices and procedures. To perform this job successfully, an individual must be able to perform each essential duty satisfactorily.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The Special Assistant assists the Deputy Assistant Administrator on many high-profile topics which requires moderate onsite management oversight and guidance.

This is a hybrid position located in Washington, DC.

Full pay range for this position is: $27.63 to $48.38 per hour, with the starting wage determined based on candidate’s knowledge, skills, experience, as well as budget availability.

• Participate in GH meetings and attend on-site and off-site meetings to gather information and report back to the AA/DAA and other Front Office Leadership as directed.
• Assess the urgency and importance of situations and take appropriate action.
• Complete a broad variety of administrative tasks for the AA/DAA and as directed, AA/DAA office leadership, managing and maintaining an active calendar of appointments, updating schedules and contacts, and maintaining team files.
• Provide oversight of documents and requests intended for the Deputy Assistant Administrator.
• Compile and review information on potential problems and issues; prepare oral and written reports that address the problems; and make recommendations for their resolution.
• Essential Duties and Responsibilities:
• Analyze data to help generate recommendations for further non-structural or structural changes to help increase the Global Health Bureau’s productivity and efficiency.
• Establish appointment priorities and rescheduling if needed.
• Support and contribute toward larger Global Health Bureau success by performing program support and diverse administrative functions in a fast-paced global environment.
• Coordinate GH processes and facilitates the interagency coordination (scheduling, document completion, and other essential duties) of GH activities.
• Prepare for a wide range of events, trips, reports, briefings, talking points, presentations, memos, publications, and other means of communication for the AA/DAA, working as needed with the Bureau’s communications team, ensuring that all documentation is complete and in compliance with USAID rules, regulations, and standards.
• Perform other duties as assigned.
• Work with the AA/DAA to develop strategic travel schedules, schedule trip calls, and define briefing needs and trip deliverables.
• Qualification Requirements:
• Support the work of the AA/DAAs and Technical Teams who attend Leadership Councils or related structures that promote cross-Agency integration.
• Create comprehensive information packets and briefing books as well as develop PowerPoint presentations.
• Facilitate correspondence between the AA/DAA office and other offices within the Bureau, between the Bureau for Global Health and other bureaus and offices in the Agency, as well as external stakeholders, ensuring that all documentation and correspondence meet deadlines, are complete, and are in compliance with USAID rules, regulations, and standards.

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:

• Outstanding organizational, prioritization, communication, writing skills as well as project management experience.
• Innovation: Employee takes initiative to propose new ideas/approaches and demonstrates ability to find new and better ways to accomplish work.
• Successful experience maintaining complex calendars and coordinating meetings/events.
• Citizenship with the ability to obtain and maintain secret clearance required.
• Proficiency in Microsoft suite of programs (e.g., Word, Excel, PowerPoint) as well as Google platforms (e.g., Gmail, google docs, etc.).
• Strong oral, written and interpersonal communication skills are essential as the position requires the ability to work with individuals from a variety of backgrounds and demonstrate poise, patience, tact, and diplomacy in high-pressure situations.
• 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.
• Excellent research, analytical, writing and organizational skills required and strong ability to prioritize tasks.
• Competencies:
• Proven adaptive mindset with the ability to work under pressure, deal well with uncertainty, and pivot quickly when new priorities arise.
• Interpersonal Skills: Employee demonstrates ability to work in cooperation with others and communicate effectively with co-workers, supervisors, subordinates, clients, and other outside contacts.
• Ability to sense when to take initiative in the absence of specific instruction, and to work effectively and efficiently with minimal supervision.
• Demonstrated ability to work well with all levels of internal management and staff, as well as outside stakeholders and partners.
• Experience working with a lean yet highly skilled and talented professional team is required.
• A demonstrated ability to deliver high quality, accurate work within targeted deadlines.
• Knowledge of USAID rules, regulations and capacity building concepts is a significant asset.
• Strong ability to multitask, maintain an efficient and effective orientation through task completion and meeting deadlines.
• A demonstrated general interest in international development and global health, and in particular demonstrated interest to the health focus area(s) of the host Office, Division, and/or Branch, is required.
• Application Information:
• 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.
• 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.
• Team player, collaborative, creative and innovative work style.

Prior to submitting your application, your resume must include relevant paid and non-paid experience showing dates held with month, year and hours worked per week for each position. Please ensure that all relevant experience and education is documented on your resume. There is no limitation to resume length; updates to resumes will not be accepted during the interview and selection process.

Applicants selected will be subject to a background investigation and must obtain and maintain a favorable adjudication as applicable to their position/duties.

FAIR LABOR STANDARDS ACT (FLSA) STATUS

This position is classified as exempt based on the job duties. However, based on the FTE, salary level of the employee, or federal/state/local laws, the employee may be classified as nonexempt.

PHI WORKFORCE MANDATORY COVID-19 VACCINATION POLICY

Per the PHI Workforce Mandatory COVID-19 Vaccination Policy, it is a condition of employment for all domestic based employees to be fully vaccinated for COVID-19, unless they are granted a reasonable accommodation under applicable law.

New hires need to provide proof of full vaccination prior to their start date or apply for an exemption/accommodation within three business days after their start date. Depending on the circumstances, new hires who do not comply with this Policy, or who cannot be reasonably accommodated, will either have their employment suspended or terminated. Candidates who are non-compliant will have their offers rescinded.

EEO STATEMENT

The Public Health Institute is committed to a policy that provides equal employment opportunities to all employees and applicants for employment without regard to race, color, sex, religion, national origin, ancestry, age, marital status, pregnancy, medical condition including genetic characteristics, physical or mental disability, veteran status, gender identification and expression, sexual orientation, and to make all employment decisions so as to further this principle of equal employment opportunity. To this end, the PHI will not discriminate against any employee or applicant for employment because of race, color, sex, religion, national origin, ancestry, age, marital status, pregnancy, medical condition including genetic characteristics, physical or mental disability, veteran status, gender identification and expression, sexual orientation, and will take affirmative action to ensure that applicants are offered employment and employees are treated during employment without regard to these characteristics.

For further information regarding Equal Employment Opportunity, copy and paste the following URL into your web browser: http://www.dol.gov/ofccp/regs/compliance/posters/pdf/eeopost.pdf

ADA STATEMENT

The Public Health Institute is committed to providing access and reasonable accommodation in its services, programs, activities and employment for individuals with disabilities. To request disability accommodation in the application process, contact the Recruitment Team at least 48 hours in advance at [email protected].

This position described in this announcement falls under a contract with the Federal Government, and therefore is subject to the provisions put forward in OMB Circular A-76 which prohibit contractors from performing inherently governmental functions. Specifically, employees placed in agency positions will not perform inherently governmental functions, nor supervise any personnel other than the contractor’s own staff, nor make final decisions or sign documents that commit the U.S. Government