Position Title: Associate, US Programs
Department: Global Programs
Location: Remote in CT, DC, FL, GA, IL, MD, MA, NC, NJ, NY, OR, PA, Puerto Rico, TN, TX, VA, and WA
Key Relationships:
Reports to: Director, US Programs
Direct Reports: None
Assignment Type: Full time
Compensation: $50,000
Benefits: Click here to learn more about our benefits!
Application Requirements: Resume, cover letter and completed application questions
About Americares:
Americares is a health-focused relief and development organization that saves lives and improves health for people affected by poverty or disaster. Each year, Americares reaches 85 countries on average, including the United States, with life-changing health programs, medicine, medical supplies, and emergency aid. Americares is one of the world’s leading nonprofit providers of donated medicine and medical supplies. For more information, visit americares.org.
Americares Values:
We create global community, treating people as they want to be treated.
We respond effectively and responsibly, putting plans into practice.
We embed ethics and equity in our work and workplace.
We are better together; partnership is at our core.
We ask and listen, to create sustainable solutions for a healthier tomorrow.
We commit to quality, growing and improving to ensure individuals and communities thrive.
About the position:
The Associate role is an administrative support role that works closely with the Director of US Programs to ensure the efficient implementation of the Health Systems Strengthening portfolio, including health equity and mental health focus areas.
The Associate will be responsible for support with day-to-day tasks including, but not limited to regular communication activities for the projects (correspondence), scheduling and meeting set ups, agenda circulation and minute taking as well as organizing and systematizing data, particularly via multiple SharePoint sites.
While working with the Director of US Programs, the role will interface with a wide variety of internal and external partners and stakeholders. The Associate will also provide core support to US Programs by managing the general email inbox and answering the general phone line.
Key Outcomes:
In the first 90 days, the Associate will:
- Learn and live the Americares values.
- Complete all required new hire onboarding trainings.
- Demonstrate familiarity with US Programs Health Systems Strengthening Portfolio by
- reviewing all relevant documents and processes related to the program portfolio
- recognizing key stakeholders within the portfolio and understanding their roles and responsibilities.
- Demonstrate proficient navigation of administrative structures and systems, such as SharePoint, Smartsheet, remote meeting platforms, and other administrative tools.
- Demonstrate an understanding of meeting cadence, meeting agendas and reporting processes
In the first 6 months, the Associate will:
- Fully own meeting support and documentation, including timely preparation of weekly agendas, focused discussions, and meeting notes, discussions, decisions, and action items.
- Support with clinic management through outreach efforts, streamlining email communications, and successful submission of grant applications, agreements, and payments.
In the first year, the Associate will:
- Support the US Programs Director to provide timely and efficient support to ensure the smooth operation of projects and assist in achieving its goals.
- Demonstrate an ongoing understanding of program needs and priorities.
Duties and Responsibilities:
Administrative and Planning Support
- Manage assigned meetings to include scheduling, agenda circulation, taking and disseminating minutes.
- Follow up on action points outlined at meetings, including aggregating document content from multiple teams, gathering and organizing information.
- Track project deadlines and support the project team in meeting those deadlines.
- Support team efforts with upcoming revamp of technology systems utilized organization-wide.
- Assist with invoice process to facilitate payments.
- Lead administrative support for assigned health focus areas/initiatives.
Communications and Program Support
- Support programing to include but not limited to partner communication and reporting.
- Support preparation/development of PowerPoint presentations for internal and external audiences.
- Prepare information for staff to use with internal and external audiences, including fact sheets, training and presentation materials.
- Research sources of information on various health themes as well as other related topics, as required.
- Collect partner stories and project successes to be shared with Americares external constituents.
- Assist in regular report preparation as needed.
- Assist in other communications support as assigned.
- Actively model and contribute to Americares values, work culture and mission.
- Engage in and contribute to team spaces with openness, global competencies, and a growth mindset
- Other duties and responsibilities as assigned
Degrees and/or experience required for the role:
- 1-3 years of administrative support experience required (college degree can be used in lieu of work or internship experience).
These competencies are required for the role:
- Demonstrated Microsoft Office proficiency in Outlook, Word, Excel, PowerPoint, and SharePoint experience.
- Excellent time management and prioritization skills.
- Strong verbal and written communication skills.
- Strong organizational skills and multitasking capacity.
- Proven ability to work across various teams with diverse backgrounds and demonstrate cultural humility.
- Adept at using meeting and audiovisual technologies, especially Zoom.
US work authorization is required for this role.
These competencies would be great to have, but are not required:
- Fluency in languages that are spoken in at least one of our core locations (India, Philippines, Tanzania, El Salvador, Puerto Rico, Colombia, etc.), in addition to English.
- Experience working in or with free or charitable clinics o r other under-resourced health facilities.
- Working knowledge of social determinants of health.
Additionally, our core competencies as an organization are:
- Ownership and results
- Communication
- Problem solving
- Equity and inclusion
- Teamwork and conflict resolution
- Leadership
- Prioritization
We know not all applicants will demonstrate all the competencies we’re looking for, and that women and underrepresented groups tend to not apply unless they meet all the requirements. We encourage you to apply even if you do not check all the boxes above, and we look forward to reviewing your application holistically.
What you can expect, if you move forward in the recruitment process:
- Interview with People and Talent (1 hour)
- Video interview with team (1 hour)
- Reference check
- Offer!
- Background check and onboarding
Americares is currently authorized to support remote work employees in the following locations: CT, DC, FL, GA, IL, MD, MA, NC, NJ, NY, OR, PA, Puerto Rico, TN, TX, VA, and WA. Please note that we do not provide relocation assistance at this time.
Americares is an equal opportunity employer. We do not discriminate on the basis of race, religion, color, sex, sexual orientation, gender expression, pregnancy or pregnancy-related condition, age, national origin, ancestry, physical or mental disability, genetic information, marital status, veteran status, or any other characteristic protected by law.
Americares is committed to ensuring safe and accountable workplaces and programs. Our code of conduct, organizational values, and policies and procedures help to safeguard the welfare of everyone working for and participating in Americares programs. Americares is committed to the prevention of all types of abuse, discrimination, harassment, and exploitation. Employment with Americares will be subject to appropriate screening, reference, credentials, and background checks. By applying to our organization, job applicants confirm their understanding of and consent to our procedures during recruitment, and to adhering to our values and commitment to safe and accountable workplaces and programs as an employee.
This job description may not be inclusive of all assigned duties, responsibilities, or aspects of the job described, and may be amended at any time at the sole discretion of Americares. At any point in the recruitment process, we may request additional information to confirm qualifications. Any misrepresentation of qualifications in any stage of the process will prevent the applicant from moving forward in the process.
To request a disability accommodation to participate in the job application or interview process, please contact us at talentcenter@americares.org.
