November 18, 2020

Science and Outreach Administrative Assistant

EcoHealth Alliance seeks a highly-organized, collaborative, and energetic individual to join our team as Administrative Assistant to the Vice President for Science and Outreach. The Administrative Assistant position helps ensure the smooth planning and execution of EcoHealth Alliance’s research agenda on Health and Policy. The Administrative Assistant will provide all necessary support to the Vice President for Science and Outreach. The Administrative Assistant’s other duties will include managing and processing contracts and invoices, preparation of reports and coding, set-up of meetings, and coordinating travel. The Administrative Assistant will be expected to liaise closely with the Science & Outreach team as well as EcoHealth Alliance’s administrative staff. While this position requires presence in EcoHealth Alliance’s New York office, due to the COVID-19
Pandemic, this position will initially be remote. Required in-office tasks would be evaluated based upon business need and staff safety.

The Program Assistant will provide all necessary support to our Vice President, Program Coordinator, and Research Scientists in the Science and Outreach team, as well as to our field staff.

PRIMARY RESPONSIBILITIES:

  • Assist with the coordination and management of travel, finance/budgets, meetings, programs, reporting, and all other administrative responsibilities as required.
  • Completion of administrative requirements in a timely manner including coded monthly credit card reports, trip reports, international travel authorization forms, booking of travel, maintenance of calendar, and other tasks as required
  • Work closely with the Science and Outreach team to support programs especially in the setup of meetings, booking of travel, organizing of paperwork and filing, and monitoring of communications, contracts, and other project related details.
  • File coded credit card reports, time sheets, and other reports.
  • Provide support to program staff and project partners with writing and editing of subcontracts and follow-up with invoicing, payments, receipts, and accounting reports.
  • Assist with project reporting to funders and tracking of project milestones and timelines.
  • Assist with grant application processes including reviewing guidelines, organizing necessary materials, preparing biographical sketches and budget forms.
  • Promote, provide, and support regular, clear communication between the Science and Outreach staff and other EcoHealth Alliance departments.
  • Conduct minute taking and draft agendas for meetings.
  • Participate in all relevant meetings at EcoHealth Alliance.
  • Coordination of large-scale events including coordinating space, tracking invites and attendance, day-of logistics, and guest transportation, lodging and meals as needed as well as additional event-specific tasks as required.

This position is New York-based, but may involve some domestic and international travel.

QUALIFICATIONS:

  • Bachelor’s Degree or 2+ years of administrative work
  • A friendly and professional demeanor, excellent interpersonal skills, and high level of cultural sensitivity
  • Strong sense of organization and attention to detail
  • MS Office intermediate level skills
  • Able to multitask and triage competing priorities
  • Experience with statistical analysis (skills in Excel, STATA, or R) would be an asset
  • Experience with or interest in learning EndNote reference management software
  • Fluency in English

At EcoHealth Alliance, our vision is a workplace with a diverse and talented staff where people want to come, stay, do their best work, and grow. We recruit, employ, train, compensate and promote our staff without regard to race, ethnicity, color, religion, gender, gender identity or expression, sexual orientation, national origin, disability, age, veteran status, or socioeconomic status. The position is based at EcoHealth Alliance in New York City. EcoHealth Alliance offers a competitive salary and comprehensive benefit package including health, dental, and vision coverage and a 403(b) pension plan. EcoHealth Alliance is proud and deeply committed to being an equal opportunity employer.

How to Apply:

Send an email with a single attachment labeled with your first and last name only (“first last.pdf”) in PDF format containing (a) a cover letter, (b) CV, and (c) three references to jobs@ecohealthalliance.org with “S&O ADMINISTRATIVE ASSISTANT 2020” in the subject line. Emails without the subject line or with multiple attachments will not be received. No formal text is required within the body of your email, since only the attached document will be retained. All inquires will receive an automatic response confirming receipt. Applicants will be evaluated and only appropriate candidates will be contacted.

Thank you for your interest in EcoHealth Alliance!