[Hiring] Associate, US Programs @Americares Foundation Inc.

Role Description

The Associate, US Programs is an administrative support role that works closely with the Director, US Programs to ensure the efficient implementation of the Health Systems Strengthening portfolio, including health equity and mental health focus areas. The Associate supports day-to-day operations including communications, scheduling, meeting coordination, documentation, and organization of program information and data across multiple systems, particularly SharePoint sites. This role collaborates with a wide variety of internal and external partners and stakeholders to support the successful implementation of US Programs initiatives.

Duties and Responsibilities:

• Coordinate meetings and administrative activities for assigned health focus areas and initiatives, including scheduling, agendas, minutes, action-item follow-up, and coordination of information across teams.
• Track project activities, deliverables, and deadlines, working with team members to support timely completion and maintain organized project documentation.
• Provide program and partner support, including partner communications, reporting, information gathering, and responsive support to clinics, particularly during reporting periods.
• Develop and organize program materials and communications for internal and external audiences, including presentations, fact sheets, training materials, reports, and other communications products.
• Conduct research and gather information on health topics and related areas to support program development, communications, presentations, and other team needs.
• Support program operations and organizational initiatives, including invoice processing, technology/system updates, collection of partner stories and successes, and other administrative or operational activities.
• Provide excellent communication and support to clinics during reporting periods.
• 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.

Key expectations for this role include:

In the first 30 days:

• Learn and live Americares values.
• Complete all required new-hire onboarding trainings.
• Demonstrate familiarity with the US Programs Health Systems Strengthening portfolio by reviewing relevant documents, processes and resources.
• Identify key stakeholders and develop an understanding of their roles and responsibilities.

In the first 90 days:

• Demonstrate proficiency navigating administrative structures and systems, including SharePoint, Smartsheet, remote meeting platforms and other tools.
• Develop an understanding of meeting cadence, agenda management and reporting processes.
• Fully own meeting support and documentation, including preparation of agendas, meeting notes, tracking discussions, decisions and action items.
• Support clinic management activities through outreach efforts, streamlined communications and the successful submission of grant applications, agreements and payments.

In the first year:

• Provide timely and efficient support to the Director, US Programs to ensure the smooth operation of projects and achievement of portfolio goals.
• Demonstrate an ongoing understanding of program needs, priorities and operational requirements across assigned initiatives.

Qualifications

• 1-3 years of administrative support experience required OR bachelor’s degree.

Requirements

• Strong organizational, time management, and prioritization skills, with the ability to manage multiple tasks and deadlines effectively.
• Excellent written and verbal communication skills, with the ability to collaborate across teams and work effectively with individuals from diverse backgrounds using cultural humility.
• Proficiency with Microsoft Office and collaboration technologies, including Outlook, Word, Excel, PowerPoint, SharePoint, Zoom and other meeting or audiovisual platforms.
• US work authorization is required for this role.
• Candidates must be currently living in and will continue to live in one of the following states/territories: CT, DC, FL, GA, IL, MD, MA, NC, NJ, NY, OR, PA, Puerto Rico, TN, TX, VA, or WA.

Benefits

• For more information on benefits, visit Americares Benefits .

Recruitment process for the role:

• Virtual interview with People and Talent (1 hour).
• Virtual interview with hiring manager (1 hour).
• Virtual interview with internal stakeholders (30 minutes).
• Reference checks.
• Offer.
• Background checks and onboarding.