Program Administrative Assistant

Benefits

Additional Information

ABOUT THE FOUNDATION The Robert Wood Johnson Foundation (RWJF), located in Princeton, N.J., is a leading national philanthropy dedicated to taking bold leaps to transform health in our lifetime. To get there, we must work to dismantle structural racism and other barriers to health. Since 1972, we have focused on developing and promoting innovations in health and healthcare to improve the lives of millions. Through funding, convening, advocacy, and evidence-building, we work side-by-side with communities, practitioners, and institutions to achieve health equity faster and pave the way, together, to a future where health is no longer a privilege, but a right. At RWJF, we work toward three Generational Goals to transform health in our lifetime: Economic Inclusion for Family Wellbeing; Equitable and Accountable Public Health and Healthcare Systems; and Healthy and Equitable Community Conditions. We take seriously our responsibilities, and we pledge to work in ways that reflect our Guiding Principles. These are rooted in equity and influence everything we do at RWJF. Equity, diversity, inclusion, and collaboration enable our staff's wide range of experiences, passions, and perspectives to strengthen our ability to address our nation's most pressing health issues and support a culture of belonging. Part of this work includes actively shaping an inclusive organization where all staff members thrive as we build and use our capabilities, voice, and power to advance health equity. RWJF offers a collaborative, collegial, and creative work environment. With a career at the Robert Wood Johnson Foundation, you will make a difference. ABOUT THIS OPPORTUNITY The program administrative assistant (PAA) works within a centralized and deployed staffing structure, as part of a cohort of skilled administrative assistants supporting Program department colleagues. Each PAA supports between three and five Program staff, including managing directors, program officers, and program associates. The responsibilities associated with this role may vary across PAAs based on the needs of designated program staff and the number of program staff assigned to a PAA. PAAs assist Program department colleagues in carrying out administrative program- and communications-related duties. They provide a wide range of administrative support including complex calendar management, travel coordination, meeting and event planning, and special projects as assigned. PAAs foster an informed, proactive, responsive, and collaborative relationship with all staff, both on-site and remote. As members of the Foundation's community, PAAs embody knowledge and understanding of diversity, equity, and inclusion concepts, working with a multicultural workforce, and demonstrate sensitivity and appreciation to cultural differences. As with staff at all levels of RWJF, the PAA is expected to demonstrate a passionate commitment to equity and the Foundation's mission and its Guiding Principles. ESSENTIAL JOB RESPONSIBILITIES Program Support Process e-expense reports, coordinate travel arrangements (with Concur and staff members), and draft related correspondence (e.g., emails) to efficiently address the administrative requirements of designated colleagues and teams. Coordinate and prepare materials for Program staff meeting presentations and special projects, such as PowerPoint presentations, spreadsheets, charts, and reports. Proofread for accuracy. Act as an administrative liaison to grantees/consultants (i.e., manage teams' channels, manage consultant RWJF calendars, resource databases). Prepare monthly printing orders for pickup/delivery using off-site resources/vendors. Post preapproved social media content across various platforms to maintain consistent brand messaging and audience reach. Serve on proposal review and screening committees. Review funding precis when requested. Take meeting minutes and transcribe meetings/notes when requested. Staff/facilitate various workgroups and committees throughout the Foundation (e.g., Disaster Response Group, WE Time planning). Maintain contact lists. Provide administrative support to consultants/staff extenders as requested. Participate in various in-house groups and committees, such as Tech ambassador, Equitable procurement, and others. Provide collegial backup support to other PAAs as needed. Travel Coordinate and conduct research for staff's international and domestic travel; prepare itineraries; organize all background materials in advance. Manage conference/webinar registrations. Utilize different systems/vendors (i.e., FcM and Concur). Ensure staff travel profiles, bios, and memberships are current. Manage last-minute travel bookings/changes with efficiency, understanding, and care. Financial Management Prepare, track, and submit invoices/expenses for reimbursement (including cash payments and personal card reimbursements). Submit check request forms. Manage Administrative Consulting Authorizations

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