Program Administrative Specialist, Public Health Program

Open Society Foundations
  • Location
    New York, New York
  • Sector
    Non Profit
  • Experience
    Mid Career
  • Posted
    Dec 07

Position description

Program Administrative Specialist, Public Health Program, Public Health Program, New York, Deadline: 12/31/2018

The Open Society Public Health Program (PHP) advances a human rights approach to health, with an emphasis on social inclusion and reclaiming the public good in health. We work to make justice systems more responsive to health, to shift power dynamics in health-related decision-making, to challenge the health establishment to advance human rights, and to influence the funding environment for health and rights. The PHP is unique in explicitly focusing on the political nature of health, not seeing it solely or primarily as a technical issue.

Job Profile

PHP is seeking two Program Administrative Specialists, based in New York, to provide advanced administrative and operational support for grant making activities of two PHP divisions, reporting to the Director for Media and Narratives and the Director for Community Health and Criminal Justice, respectively. The positions form part of a close-knit, collaborative team based in Berlin, New York, and London.

Typical Duties and Responsibilities include:

  • Managing budgets and tracking the budget and grants pipeline, which includes regularly liaison with Division and other PHP staff on expenditures and programmatic plans
  • Working closely with programmatic staff on various administrative tasks and projects, supporting them as requested
  • Processing and overseeing progress of consultant contracts, which includes working with relevant staff members, including Legal department, to ensure progress, approval and payment of contracts
  • Supporting staff in the grant-making process, which includes communicating with grantees on the proposal submission process, monitoring and assigning proposal submissions, assisting with grant record preparation and reporting, and working with the Grants Management department
  • Processing vendor payments for services not necessitating contracting, including translation, shipping, publication printing, etc.
  • Coordinating logistics for meetings and seminars, including booking travel, coordinating all event details, minutetaking and post-seminar support.
  • Taking meeting notes as requested, including for grant peer reviews and division meetings.


Candidate Profile

  • 3-5 years of administrative/operational experience at a large and complex organization.
  • Excellent organizational, analytical, interpersonal, and proactive problem solving skills.
  • Demonstrated experience and desire to make operations run smoothly and efficiently.
  • Poised, works well under pressure and attentive to detail.
  • High proficiency in Excel, as well as Microsoft Office and other office technologies and IT solutions; must be comfortable learning new proprietary software systems.
  • Proficiency in data management and visualization platforms and databases (e.g. Salesforce, NetSuite, Foundation Maps, etc.).
  • Experience with record keeping, budgeting management, and finance administration.
  • Experience with multi-tasking and working independently on complex administrative tasks. Able to prioritize appropriately.
  • Ability to build and maintain relationships with a wide range of people from diverse backgrounds within a complex organization.
  • Experience making administrative and procedural decisions and judgments on sensitive and confidential issues.
  • Not afraid to ask the right questions to ensure that something is completed correctly.
  • Mature, creative, and a quick learner.
  • Interest in health and rights, including work with marginalized groups such as people who use drugs, trans and intersex people, and sex workers, a plus


Application Instructions: Please send a cover letter and resume.

Competitive rates of pay apply.

We are strengthened by the diversity of our colleagues across the Open Society Foundations. We welcome applications from people of all cultures, backgrounds, and experiences, and are committed to providing reasonable adjustments so that colleagues with disabilities are able to fulfill the essential functions of the job.
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