Application deadline(s):
Thursday, June 1
The Smithsonian’s Global Health Program (GHP) combines clinical wildlife medicine with research on ecology and epidemiology to study the connections between environmental change, wildlife, and human health at sites across the world. GHP seeks to recruit a Program Specialist who will provide coordination and administrative assistance in support of One Health grants and projects.
Description and Responsibilities:
Program Coordination:
- Drafts documents with specified formats and reviewing materials to gather changes and additions to these projects.
- Receives inquiries from internal and external parties who are interested and inquire about NZCBI programs, in particular GH projects, and responds accordingly. Assists with certain aspects of the project, including scheduling meetings, keeping notes, and gathering, organizing, and coordinating distribution of information to project partners. Tracks and updates capitalized and sensitive equipment log for the operation of the program.
- Performs a variety of technical duties in monitoring and conducting project activities to help ensure compliance with NZCBI and SI requirements.
Administration:
- Works with fund and program managers and/or teams on administrative and technical requirements for the designated projects. Incumbent learns, supports, maintains, and develops a project’s record keeping through Institutional filing systems, keeps project/program staff up to date on Institutional requirements, assists in establishing and maintaining open channels of communication, organizes and coordinates the distribution of information. Assists in handling correspondence and visitors. Compiles, composes correspondence, and responds to inquiries or forwards them to the appropriate staff. Sets up in-person or TEAMS/Zoom meetings, takes and distributes notes with action items to project members. Manages and tracks scientific property including but not limited to computers, freezers and analytical equipment.
- Helps with the logistical arrangements for meetings, conferences, trips and other activities related to the projects, including meeting rooms, audiovisual equipment and notification of participants, if necessary. The Program Specialist coordinates team members’ and others' schedules, books meeting rooms, creates program staff and invitational travels in SI's travel system, sends out preliminary and follow-up materials, etc. Attends regular and periodic online and in-person meetings and disseminates follow-up minutes and summaries. Supports project leads in preparing annual and semi-annual project reports.
Procurement:
- Under the direction of the GHP project leads and the NZCBI Management Support Specialists staff the Program Specialist is expected to anticipate and research programmatic equipment, service, and supply needs, find available resources, and/or solicits proposals to determine cost of such needs. Purchases services, equipment and supplies by creating purchase orders for services, equipment and supplies following internal policies. Maintains a purchase log and provides reports/updates as needed.
Budget Support:
- Performs administrative level work in support of NZCBI Management Support Specialists and project leads in analyzing past budgets, monitoring, and maintenance of current budgets. Coordinates with NZCBI Management Support Specialists and the project leads to help govern monetary obligations, commitments and expenditures for projects. Supports project leads in preparing financial reports for project sponsors.
Qualifications:
- Knowledge of, and skill in applying, analytical and evaluative techniques in order to conduct qualitative and quantitative assessments and evaluate programs and processes.
- Knowledge of logistics, information management, resource management and contracting procedures and work flow patterns as they pertain to the tasks required to plan, organize and administer a program.
- Knowledge of the rules, regulations, methods, procedures and practices in a wide variety of administrative management areas (i.e., budget, finance, contracting and procurement) in order to apply these guides to a variety of situations.
- Knowledge of organization and filing systems in order to classify and search for materials and documents to maintain files, and to dispose of files.
- Skill in the use of Microsoft Office Suite, including Microsoft Access, Excel and other spreadsheet programs that allow for the management of databases and the tracking of information.
- Skill in oral and written communication in order to interact effectively with a variety of individuals and to draft written documents.
Term of appointment: This is a three-year, contractual appointment. Annual Salary: $65,000
How to Apply:
Interested applicants should submit the following to a CV, names and contact information for two references, and a brief cover letter to Dr. Suzan Murray (Murrays@si.edu) by June 1st, 2023.