Administrative Assistant

Public Health Program
OSI-New York

Application Deadline: November 30, 2009

The Open Society Institute works to build vibrant and tolerant democracies whose governments are accountable to their citizens. Open societies are characterized by the rule of law; respect for human rights, minorities, and a diversity of opinions; democratically elected governments; market economies in which business and government are separate; and a civil society that helps keep government power in check.   To achieve its mission, OSI seeks to shape public policies that assure greater fairness in political, legal, and economic systems and safeguard fundamental rights. On a local level, OSI implements a range of initiatives to advance justice, education, public health, and independent media. At the same time, OSI builds alliances across borders and continents on issues such as corruption and freedom of information. OSI places high priority on protecting and improving the lives of marginalized people and communities.

The Public Health Program (PHP) aims to build societies committed to inclusion, human rights, and justice, in which health-related laws, policies, and practices are evidence-based and reflect these values. PHP works to advance the health and human rights of marginalized people by building the capacity of civil society leaders and organizations, and by advocating for greater accountability and transparency in health policy and practice. PHP engages in five core strategies to advance its mission and goals: grant making, capacity building, advocacy, strategic convening, and mobilizing and leveraging funding. 

The Public Health Program is seeking an administrative assistant.  This is a full-time position based in the New York office. 

Responsibilities 

• Provide administrative support for various Public Health Program projects, including:
  • Access to Essential Medicines Initiative
  • PHP Seminars
  • Salzburg Seminars
  • Others
• Assist in the organization of the PHP and Salzburg Seminars, including drafting contracts with grantees, corresponding with relevant staff and logistical coordinators, and maintaining the budget;
• Track PHP grant making activity, including administrative follow up, management of data entry and grantee reporting;
• Draft/edit correspondence and memoranda, letters to grant applicants, strategy documents, consultancy contracts, grant documentation, and various other documents for the program staff;
• Assist in preparing the annual budget of some of the PHP projects and in tracking expenses;
• Organize logistics of Advisory Group meetings and special events (travel, materials, taking of minutes, revision of minutes), including internationally;
• Perform clerical duties, including: responding to incoming calls and requests from the general public; faxing and photocopying; scheduling meetings and conferences; and generally assist in department administration;
• Assist in scheduling appointments and meetings;
• Make travel arrangements for Public Health Program staff and for participants in events organized by the department;
• Maintain and update the Public Health Program's working files and databases;
• Perform basic research (Internet, Lexis/Nexis);
• Other projects as assigned.

Qualifications

• Bachelor's degree required;
• Prior administrative/office experience, superior organizational skills required;
• Excellent written and verbal skills required;
• Ability to work as a member of a team, and commitment to excellence;
• Ability to prioritize and work simultaneously on a wide range of tasks and projects;
• Superior attention to detail and ability to work well under pressure;
• High level of self-motivation and able to work independently when necessary;
• Ability to listen and communicate clearly and effectively with people from diverse cultures and backgrounds;
• Discretion, pleasant, professional, and diplomatic manner in interacting with senior management, co-workers, partners, and the public;
• Extensive computer skills (expertise with Microsoft Word, Excel, and Internet required; experience with databases preferred);
• Availability to travel internationally when required;
• Fluent English required; knowledge of another major language a plus;
• Interest in public health and human rights.

Start Date 

As soon as posible

Compensation

Commensurate with experience. Excellent benefits package. 

To Apply

Please email resume and cover letter with salary requirements before November 30, 2009, to: humanresources@sorosny.org. Include job code in subject line: AA-PHP 

OR 

Open Society Institute
Human Resources - Code AA-PHP
400 West 59th Street
New York, New York 10019 

FAX: 212.548.4675 

No phone calls, please. The Open Society Institute is an Equal Opportunity Employer.