Program Assistant, Center for Vaccine Innovation and Access, Integrated Portfolio and Financial Management at PATH

The Program Assistant will provide comprehensive administrative, logistical, and clerical support to ensure effective and timely delivery of project activities. This role will enhance operational efficiency, ensure compliance with PATH and donor procedures, and facilitate coordination among national and state-level stakeholders.

Responsibilities:

Administrative and Documentation Support


Support internal and external correspondence, including drafting responses or triaging queries as appropriate.
Proofread, format, and manage project documents including proposals, reports, work plans, presentations, and meeting materials.
Organize and collate project information to support timely donor reporting and internal updates.
Prepare and manage administrative forms, including travel requests, payment forms, and other required documentation.
Maintain organized electronic and hard-copy filing systems using PATH platforms (e.g., SharePoint, Box, Smartsheet).


Logistics and Travel Coordination


Coordinate and manage travel arrangements for project staff and consultants, including flights, accommodation, ground transport, and itineraries.
Provide logistical support for meetings, trainings, workshops, supervision visits, and stakeholder engagements.
Arrange meeting logistics including venues, catering, participant lists, meeting materials, and virtual meeting platforms.


Finance and Procurement Support


Support PATH finance and procurement teams with administrative tasks related to project activities.
Track documentation related to procurement, payments, and expense processing.
Support timely submission and organization of financial and procurement records in line with PATH policies.


Meeting and Coordination Support


Manage scheduling and planning of meetings.
Assist with drafting and distributing agendas and minutes.
Track follow-up actions, decisions, and task assignments arising from meetings.


Systems and IT Support


Support team members in using PATH systems and software tools.
Liaise with IT as needed to resolve basic hardware or software issues.
Serve as a focal point for ensuring project information systems are current and well maintained.


Cross-Team Coordination


Support coordination across CVIA projects and country teams as assigned.
Provide backup support to other CVIA Program Assistants when required.


Required skills and experience:


Bachelor's and a minimum of two years of progressively responsible administrative experience required; or an associate's degree and four years of strong administrative support experience. Candidate must demonstrate exceptional organizational, coordination, and administrative skills in a fast-paced professional environment.
Articulate communicator, excellent oral and written communication skills in English.
Demonstrated history of being proactive and ability to work independently.
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.
High level of integrity, attention to detail, and commitment to compliance and accountability standards.
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.