Senior Program Assistant, Center for Vaccine Innovation and Access

About the Role

PATH is a global nonprofit dedicated to achieving health equity. With more than 40 years of experience forging multisector partnerships, and with expertise in science, economics, technology, advocacy, and dozens of other specialties, PATH develops and scales up innovative solutions to the world’s most pressing health challenges.

PATH’s Center for Vaccine Innovation and Access (CVIA) brings together our expertise across every stage of the long and complex process of vaccine research, development, and delivery to make lifesaving vaccines widely available to children and communities across the world. CVIA’s current portfolio encompasses more than two dozen vaccines either in development or already in use to protect against fifteen different diseases. Our focus is on vaccines to address the leading diseases that claim children’s lives worldwide: pneumonia, diarrheal disease, and malaria; as well as other global health priorities, such as polio and meningitis. We work in partnership with national health ministries, pharmaceutical manufacturers, donors, international financing and regulatory organizations, and many others. PATH has led numerous global partnerships, including the award-winning Meningitis Vaccine Project and the Malaria Vaccine Initiative, which helped develop the first malaria vaccine candidate recommended for pilot implementation.

PATH is currently recruiting for a Senior Program Assistant (SPA) who will provide administrative support to a portfolio of projects in the Center for Vaccine Innovation and Access (CVIA) division. The SPA will be a team member on projects in CVIA, including vaccine introduction and development projects, and cross-program activities within CVIA, as assigned.

Responsibilities

Assist one or more CVIA teams with correspondence containing complex and confidential communications to internal and external contacts. Where appropriate, draft responses or triage queries or issues to other team members for response. Ensure timely flow of information and materials.
Provide administrative support in the proofreading, formatting, and document management of proposals, reports, work plans, and other documents. Create review timelines for key documents with multiple collaborators. Compile reference lists for manuscripts and other externally facing documents.
Organize and collate project information to support development of project reports to funders and facilitate report submission according to funder requirements.
Coordinate and manage travel arrangements for team members and consultants.
Assist team finance representative with administrative tasks as requested.
Assist with completion of administrative forms as required, including travel forms, check requests, meal conference forms, etc.
Manage scheduling and planning of meetings, including compiling and organizing relevant background materials, assist with drafting and distributing agendas and minutes, and monitoring follow-up activities such as decisions, action items and other tasks as requested.
Ensure that logistics for meetings, workshops, and other events are arranged. This includes preparing meeting materials, arranging web conferences using appropriate platforms, making catering arrangements, making room reservations, maintaining participant lists, and assisting with guest arrangements.
Ensure that project team communication and information systems, including SharePoint, BOX, Smartsheet, and any other electronic and paper filing systems, are in place and are regularly maintained. Serve as the primary point of contact to assist team members with filing and locating key project documents.
Assist team members with support in using various software programs. Liaise with Information Technology department to resolve hardware and software problems.
Serve as member of the CVIA’s administrative team to ensure smooth coordination of team schedule and project activities among the different offices. Provide back up for other CVIA Program Assistants.

Required Experience

Bachelor's degree plus a minimum of two years of administrative experience required; or an Associate’s degree and four years of administrative experience.
Articulate communicator, excellent oral and written communication skills in English.
Proficiency in the application of Microsoft Office Suite with an emphasis on proficiency in Outlook, Word, PowerPoint and Excel. Experience with Smartsheet preferred.
Proven ability to learn and help others use new software. Proven success drafting, proofreading, and editing documents.
Demonstrated ability to work effectively in a multi-site organization and a team-based structure.
Proven effectiveness prioritizing competing demands and remaining flexible and adaptable with changing priorities.
Experience with or willingness to learn science-related terminology and concepts related to immunology and vaccines.
Extremely detail oriented.
Strong interpersonal and organizational skills with a proactive nature.
Must have legal authorization to work in the United States.

Remote Work:

PATH continues to evolve to support our employees during the COVID-19 pandemic. Currently, most of PATH’s US based positions are temporarily 100% remote, within commuting distance to our PATH offices. When PATH transitions more broadly to in-person work, we will operate with a hybrid workplace model. Hybrid employees must reside within commuting distance to one of our PATH offices. PATH’s US offices are located in Seattle, WA and Washington, D.C.

COVID-19 Vaccine Requirement:

PATH has instituted a COVID-19 vaccine mandate for all employees, interns, consultants, and temporary staff based in the United States. Individuals selected for job opportunities in the United States must be fully vaccinated, and show proof of vaccination status, upon hire. Individuals are considered fully vaccinated 2 weeks after their second dose in a 2-dose series, such as Pfizer or Moderna, or 2 weeks after a single-dose vaccine, such as Johnson & Johnson. Individuals with medical issues or sincerely held religious beliefs that prevent them from getting the vaccine may request an exemption from the vaccine requirement.

Job Location: Seattle, Washington, United States

Company Location: Seattle, United States

Position Type: Full-Time/Regular