Senior Program Assistant, CVIA Integrated Portfolio And Financial Management

PATH’s Center for Vaccine Innovation and Access (CVIA) spans every stage of the complex process of vaccine research, development, and introduction to make lifesaving vaccines widely available to women, 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 18 different diseases, including diarrheal disease, malaria, meningitis, pneumonia, polio, and COVID. 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 world’s first malaria vaccine recently recommended by the WHO. PATH’s work on vaccine development and introduction encompasses activities including discovery, preclinical development, clinical research and development, process development and manufacturing, regulatory and vaccine introduction. Over 25 candidates and vaccines are currently in our portfolio in the following disease areas – Malaria, Enteric and Diarrheal Diseases, Polio, Respiratory Tract Infections and Meningitis, HPV and Vector borne viral diseases (e.g., Japanese Encephalitis, Yellow Fever) – and in the cross-cutting areas of Maternal Immunization and Immunization Systems Strengthening.

PATH is currently recruiting a Senior Program Assistant. The Senior Program Assistant will be an integral part of cross-departmental projects and workstreams and must become well-versed in the systems and technologies in these efforts. In addition, the Senior Program Assistant will provide administrative support to the Leadership Team of the Integrated Portfolio and Financial Management (IPFM) group, including meeting scheduling, travel and event arrangements, and internal staff correspondence.

Responsibilities:

Administrative Support

• Provide administrative and technical support to the Integrated Portfolio and Financial Management leadership team (IPFM LT), including scheduling meetings, preparing agendas, recording meeting minutes, tracking action items, and maintaining the organization of shared folders
• Direct support to the heads of IPFM, Business and Alliance Management, Project, Portfolio and Knowledge Management, and Finance, and assist with coordinating their team meetings
• Coordinate project tactical review meetings, including scheduling with CVIA leadership and preparing meeting materials
• Serve as lead organizer for IPFM team meetings and retreats
• Plan domestic and international travel for the IPFM LT, working with IPFM's Administrative Leader and internal travel management teams. Assist the IPFM LT with organizing and submitting travel expenses
• Assist in coordinating and developing large documents, including proposals, reports, tables, basic graphics, and PowerPoint presentation

System Support

• Administer critical components of the project management system in Smartsheet, including tracking licenses, onboarding/offboarding team members, and responding to system support questions
• Assist the IPFM project coordinator with the department’s workforce planning (WFP) process, including communicating with participants across the department, maintaining an up-to-date list of resources, and tracing and resolving errors in data entry spreadsheets. This role also serves as a backup to the IPFM project coordinator on most WFP tasks
• Support the department’s document management system in deploying new projects, conducting onboard training, and running offboarding reports
• Support finance team as needed, including basic reporting from Business World (PATH’s enterprise resource planning system) and Salesforce
• Support the creation and upkeep of internal websites and landing pages
• Act as a resource for questions related to CVIA internal systems

Required skills and experience:

• A bachelor’s degree plus a minimum of two years of directly related experience or an equivalent combination of education and experience
• Proficiency in the application of Microsoft Office Suite, including Excel. Knowledge of Power Query and Pivot Tables a plus
• Proficiency in online collaboration tools such as SharePoint or Box
• Familiarity with Smartsheet, Power BI, and/or Salesforce desired
• Experience working with data and excellent attention to detail
• Proven success in drafting and editing documents; proofreading abilities are a plus
• Excellent oral and written communication skills
• Strong interpersonal and organizational skills
• Proven success in working in a team environment with minimal supervision
• Proven effectiveness in prioritizing competing demands, maintaining confidentiality, and adapting quickly to changing priorities
• Cover letter required
• Must have legal authorization to work in the United States

PATH is a diverse nonprofit organization that creates a culture of collaboration and partnership. Learn more about the impact you can make globally here.

We offer our employees a competitive salary and generous benefits. For candidates based in the U.S., the annual salary range for this position is $54,000 - $67,000. The final salary is based on a variety of objective factors.

PATH provides a comprehensive benefit package that includes 15 vacation, 10 holiday, 2 personal and 12 sick days per year; medical and dental plans; life insurance; disability and retirement benefits. For more details click here.

Hybrid Work

PATH operates within a hybrid workplace model unless otherwise noted. Hybrid employees must reside within commuting distance to one of our PATH offices. PATH’s US offices are located in Seattle, WA and Washington, DC.

PATH is dedicated to building an inclusive workforce where diversity is valued.

PATH is an equal opportunity employer. Every qualified applicant will be considered for employment.

PATH does not discriminate based on race, color, religion, caste, gender, sexual orientation, gender identity, genetic information, age, national origin, marital status, disability status, political ideology, military or protected veteran status, or any other characteristic protected by applicable federal, state, or local law.