The Program Assistant will provide vital logistical, communications, and administrative support to ASM Health’s program initiatives. This entry-level position will work closely with the Program Officer and Director to ensure that activities run smoothly, and timelines are met across high-profile, multi-stakeholder projects.

Accountabilities (are the critical activities and results the position is held accountable to produce)

1. Coordination & Communication

2. Project Management

3. Administrative Support

4. Program Management

Essential Functions (defines the critical end results expected of the jobholder related to the accountabilities above)

1. Coordinate meetings for virtual and in-person logistics for meetings, webinars, and working group events.

2. Schedule internal and external stakeholder meetings and manage team calendars.

3. Prepare meeting agendas, take detailed notes, and track follow-up tasks.

4. Maintain shared documents, project timelines, and status trackers.

5. Assist in compiling presentations, newsletters, and email communications.

6. Support survey distribution and feedback collection from scientific advisors and partners.

7. Track project milestones and help organize data for reports and dashboards.

8. Support the day-to-day operations of ASM Health programs and assist with special projects as needed.

9. This position description should not be construed to contain every function/responsibility that may be required to be performed by an incumbent in this job. Incumbents are required to perform other functions as assigned.

Technical Competencies (are applied or practical knowledge and skills needed for effective technical performance)

1. Ability to prioritize tasks and manage competing priorities

2. Strong attention to detail

3. Highly organized

4. Ability to work and communicate effectively with all levels of volunteers and staff

5. Ability to work with required technology, software, or web-based platforms

6. Proficient in Microsoft Office Suite

Behavioral Competencies (are observable behaviors and skills that matter most for success)

Instills Trust (Respect/Honor) – Gaining the confidence and trust of others through honesty, integrity, and authenticity

Communicates Effectively – Developing and delivering multi-mode communications that convey a clear understanding of the unique needs of different audiences

Drives Results – Consistently achieving results, even under tough circumstances

Optimizes Work Processes – Knowing the most effective and efficient processes to get things done, with a focus on continuous improvement

Ensures Accountability – Holding self and others accountable to meet commitments

Self-Development – Actively seeking new ways to grow and be challenged using both formal and informal development channels

Values Differences – Recognizing the value that different perspectives and cultures bring to an organization

Decision Quality - Making good and timely decisions that keep the organization moving forward

Physical Demands

This is largely a sedentary role and may sit or use PC for long periods of time. Bending, reaching or stooping may be necessary for use of filing cabinets or other office cabinets or office machines. This job operates in a professional office environment. This role routinely uses standard office equipment such as computer, phones, copiers, filing cabinets and fax machines.

Required Education and Experience

Bachelor’s degree biology, health sciences or related field preferred.

Experience

Required

Less than 2 year(s): Experience in program coordination, event planning or nonprofit operations

Preferred

Less than 2 year(s): Experience handling meeting logistics and travel.
Less than 2 year(s): Experience supporting multi-stakeholder projects or working in a science-focused environment.
Less than 2 year(s): Familiarity with tools like Zoom, Smartsheet, and large language models.
Less than 2 year(s): Experience in working in a face-paced environment for a large team with diverse portfolio of programs.

Education

Required

Bachelors or better

Behaviors

Preferred

Innovative: Consistently introduces new ideas and demonstrates original thinking
Team Player: Works well as a member of a group
Loyal: Shows firm and constant support to a cause
Enthusiastic: Shows intense and eager enjoyment and interest
Detail Oriented: Capable of carrying out a given task with all details necessary to get the task done well
Dedicated: Devoted to a task or purpose with loyalty or integrity

Motivations

Preferred

Goal Completion: Inspired to perform well by the completion of tasks
Flexibility: Inspired to perform well when granted the ability to set your own schedule and goals
Entrepreneurial Spirit: Inspired to perform well by an ability to drive new ventures within the business
Ability to Make an Impact: Inspired to perform well by the ability to contribute to the success of a project or the organization
Peer Recognition: Inspired to perform well by the praise of coworkers
Self-Starter: Inspired to perform without outside help

Equal Opportunity Employer
This employer is required to notify all applicants of their rights pursuant to federal employment laws. For further information, please review the Know Your Rights notice from the Department of Labor.

American Society for Microbiology

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Program Assistant, ASM Health Unit