Program Assistant (ETS) | Full-time, Temporary | The Carter Center - Emory University

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Description:

This temporary position assists Overseas Operations at The Carter Center. The Carter Center’s Overseas Operations (OO) team facilitates the smooth implementation of projects overseas in over twenty countries. OO is responsible for procurement, contracts, security, travel, and country office operations among other areas of oversight. This position will be full-time (up to 40 hours weekly) for 4 months with the option for hybrid work. Schedule to be determined in coordination with the supervisor but expects 2-3 days onsite with possible remote work, starting Feb 1, 2025.

 

KEY RESPONSIBILITIES:

• Provides administrative and logistical support for projects, initiatives, and programs within an NGO environment.
• Assists assigned managers and team members by maintaining calendars, receiving and composing communications as correspondence, and replies to inquiries.
• Handles preparations, scheduling, logistics, and other various requirements for domestic and international travel.
• Drafts contracts, budgets, and donor reports with direction from manager.
• Processes financial documents including contracts, expense reports, invoices, etc.
• Writes routine reports and correspondence, and assists with the development of project/program materials.
• Organizes meetings and events.
• Works with and maintains data management and filing for projects/program.
• Serves as an administrator of work product with other programs/departments, i.e. finance, program development, public information, etc.
• Liaises and communicates with project consultants and field office staff, providing logistical and administrative support, as directed.
• Conducts research and provides support to one or more staff members in regards to project and programmatic efforts.
• May supervise work study students and volunteers.
• Performs other related duties as required.

SPECIFIC DUTITES:

• Provides administrative and logistical support to Overseas Operations’ team in projects and initiatives, ensuring smooth and timely implementation.
  
• Assists OO team members by maintaining calendars, receiving and composing communications as correspondence, and replies to inquiries.
  
• Works with Program Assistants and other staff to identify necessary documents and timelines/deadlines for travel, Visas, contracts, etc.
  
• Drafts contracts, budget, and reports as directed; processes financial documents, including contracts, expenses reports and invoices; follows up with various vendors on contracts and deliverables.
  
• Assist Overseas Operations’ team with processing of contracts through Scan Market and vendor invoices through U4. Proofread, edit, and check contract submissions for accuracy and consistency.
  
• Handling preparations, scheduling, logistics, and other various requirements for Travel, HR, and Security related events.
  
• Arrange and assists with training and briefing staff on travel, Visas contracts, etc. policies and procedures.
  Coordinates with OO staff to maintain and update Sharepoint site.

MINIMUM QUALIFICATIONS:

• A Bachelor's degree, or a high school diploma or equivalent and five years of administrative experience.
• Proficiency with various personal computer software applications.

PREFERRED QUALIFICATION:

• Bachelor's degree in Business Administration, Communications or related fields.
  
• This position requires attention to detail.
  
• Demonstrated interpersonal, teamwork, customer service and administrative skills are essential.
  
• Proficiency with Microsoft Office, database applications, and cloud- based applications and software.
  
• Non-profit experience.
• French and/or Spanish language skills preferred.

NOTE: This role will be granted the opportunity to work from home regularly but must be able to commute to Emory University on a flexible weekly schedule based upon business needs. Schedule is based on agreed upon guidelines of department of work. Emory reserves the right to change remote work status with notice to employee.

Emory Supports a Diverse and Inclusive Culture:Emory University is dedicated to providing equal opportunities and equal access to all individuals regardless of race, color, religion, ethnic or national origin, gender, genetic information, age, disability, sexual orientation, gender identity, gender expression, and veteran's status. Emory University does not discriminate in admissions, educational programs, or employment on the basis of any factor stated above or prohibited under applicable law. Students, faculty, and staff are assured of participation in University programs and in the use of facilities without such discrimination. Emory University complies with Executive Order 11246, as amended, Section 503 of the Rehabilitation Act of 1973, the Vietnam Era Veteran's Readjustment Assistance Act, and applicable executive orders, federal and state regulations regarding nondiscrimination, equal opportunity and affirmative action. Emory University is committed to achieving a diverse workforce through application of its affirmative action, equal opportunity and nondiscrimination policy in all aspects of employment including recruitment, hiring, promotions, transfers, discipline, terminations, wage and salary administration, benefits, and training. Inquiries regarding this policy should be directed to the Emory University Department of Equity and Inclusion, 201 Dowman Drive, Administration Building, Atlanta, GA 30322.
Emory University is committed to providing reasonable accommodations to qualified individuals with disabilities upon request. To request this document in an alternate format or to request a reasonable accommodation, please contact the Department of Accessibility Services at 404-727-9877 (V) | 404-712-2049 (TDD). Please note that one week advance notice is preferred.