Job Opening - Partners In Health - Adminstrative Assistant - Russia Project

[Gwyneth Jones]

This position is based in Boston, MA.

-----Original Message-----
From: Slavic & East European Languages and Literature list
[mailto:SEELANGS at LISTSERV.CUNY.EDU] On Behalf Of David Powelstock
Sent: Wednesday, May 11, 2005 9:33 PM
Subject: Re: Job Opening - Partners In Health - Adminstrative Assistant
- Russia Project

Where is this position based?
dp 

> -----Original Message-----
> From: Slavic & East European Languages and Literature list 
> [mailto:SEELANGS at LISTSERV.CUNY.EDU] On Behalf Of Gwyneth Jones
> Sent: Wednesday, May 11, 2005 4:53 PM
> To: SEELANGS at LISTSERV.CUNY.EDU
> Subject: [SEELANGS] Job Opening - Partners In Health - 
> Adminstrative Assistant - Russia Project
> 
> Partners In Health (PIH)
> 
> Title: PIH Administrative Assistant - Russia Project
> 
> Reports to: Russia Project Manager / PIH Senior Staff
> 
> Overall Responsibilities:
> The Administrative Assistant will provide administrative and 
> logistical support to the Russia Project and to the Senior 
> Management Staff. S/he will work closely with the Operations, 
> Clinical, Finance, and Development teams to coordinate travel 
> plans, schedule meetings, prepare and submit finance reports, 
> provide communications assistance, and establish office- wide 
> airline ticket and visa tracking systems. S/he will spend 
> approximately 50% of time supporting the Russia project and 
> 50% of time supporting other Senior Management Staff. This is 
> a full-time, 40 hour/week position.
> 
> Specific Responsibilities:
> I. Schedule and Travel Coordination
>  1. Travel arrangements: Make travel arrangements. Research 
> and book flights, purchase tickets, coordinate plans and 
> accommodations with international staff members. Coordinate 
> schedules, arrange airport pick- ups and per diem payments.
>  2. Visa arrangements: Complete paperwork and keep files on 
> visas. Assure all visas are up-to-date. Check accuracy and 
> ensure timely payment of processing fees.
>  3. Establish travel systems: Create office-wide system to 
> track and organize travel plans, airline tickets and visa information.
>  4. Meeting planning: Schedule and coordinate meetings. Send 
> announcements and invitations. Book meeting rooms, A/V 
> equipment. Take notes and distribute to participants. Track 
> and review monthly telecommunications bills.
> 
> II.  Financial Tracking
>  1. Credit Card Bills: Collect all receipts; prepare and 
> submit monthly invoices of expenses.
>  2. Expense Reports: Collect all receipts; prepare expense reports.
>  3. Wire Transfer Requests: Prepare and submit monthly wire 
> transfer requests.
>  4. Financial Monitoring: Monthly reconciliation of the 
> General Ledger with Project budgets.
> 
> III.   Document Preparation
>  1. Prepare and edit correspondence, reports, and other documents.
>  2. Prepare and edit materials for meetings, conferences, and 
> speaking obligations. Disseminate related information to 
> appropriate individuals.
> 
> IV.  Communications Assistance
>  1. Conduct library searches: Secure copies of relevant publications.
>  2. Courteously and professionally represent Partners In Health, when
> necessary: greet visitors, answer telephone lines, and 
> efficiently route calls to appropriate staff members.
>  3. Correspond with contacts by phone, in writing, and in person.
> Accommodate all requests with tact and diplomacy; use 
> creative problem- solving techniques to satisfy the 
> requesters, as needed.
> 
> V.  Other
>  1. Perform other related tasks as assigned.
> 
> Qualifications:
> 1. Bachelor's Degree required; background/interest in social 
> science, area studies or public health preferred.
> 2. Demonstrated experience providing administrative support 
> in an office setting.
> 3. Ability to work independently and take initiative.
> 4. Strong writing, communication and organizational skills.
> 5. Demonstrated competence to assess priorities and manage a 
> variety of activities in a time-sensitive environment and to 
> meet deadlines with attention to detail and quality.
> 6. Demonstrated ability to work as an effective team member 
> in a complex and fast-paced environment.
> 7. Computer skills in word processing, database and 
> spreadsheet programs (Microsoft Office applications preferred).
> 8. Excellent interpersonal skills required. Ability to 
> interact professionally with culturally diverse staff, 
> clients, and consultants preferred.
> 9. Russian language skills.
> 10. Demonstrated maturity and judgment.
> 11. Interest in social justice and health care issues.
> 
> Interested candidates should submit a cover letter and resume 
> to hr at pih.org.
> 
> To learn more about Partners In Health, please visit www.pih.org
> 
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