Program Associate, Partnership for Healthy Cities

Vital Strategies is a global health organization that believes every person should be protected by equitable and effective public health systems. We partner with governments, communities and organizations to reimagine public health, and the result is millions of people living longer, healthier lives. Our team of experts work in 73 countries with offices in New York City, São Paulo, Jinan, Addis Ababa, Paris, New Delhi and Singapore to help strengthen public health systems, protect lives and take on preventable diseases, all across the world. We partner with governments, communities and organizations to advance public health. Our team of scientists, researchers, communicators and advocates work together with our partners toward cleaner air, healthier food, safer roads, science-led policies and preventing disease and illness. Our goal is to build a future where health is produced and protected for everyone and by everyone across all facets of our lives, in our families, communities and countries.

Vital Strategies believes our programs are strengthened when they are developed and supported by individuals with diverse life experiences, whose understanding of social and cultural issues can help make our work and workforce more inclusive. We welcome applications from people of all backgrounds and do not discriminate on the basis of race, color, religion or creed, gender, national origin, ancestry, actual or perceived age, physical or mental disability, veteran or military status, marital status, sexual orientation, predisposing genetic characteristics, alienage or citizenship status, gender (including gender identity or expression), partnership status, arrest or conviction record, or any other basis protected by local, state, or federal laws.

About the Partnership for Healthy Cities Program:

With most of the global population now living in urban settings, cities and their leaders play a critical role in developing, implementing and enforcing policies to create healthy environments for healthier populations. The Partnership for Healthy Cities (PHC), supported by Bloomberg Philanthropies in partnership with the World Health Organization (WHO) and Vital Strategies, is a global network of 74 cities whose mayors have committed to prevent NCDs—including cancer, diabetes, heart disease and chronic lung disease—and injuries through proven interventions. Learn more about the Partnership for Healthy Cities here: www.cities4health.org

Job Purpose:

This role will be responsible for providing administrative and operational support that will contribute to the efficient running of initiatives that advance healthier and safer cities across our global network.

This is a full-time, New York City-based role, where candidates are expected to adhere to a hybrid (2-days per week in office) schedule. Vital Strategies offers highly competitive compensation and comprehensive benefits. The salary range for this position is $59,000 to $64,000 USD. The candidate must have authorization to work legally in the US at the time of hire.

Duties and Responsibilities:

The Program Associate reports to the Deputy Program Operations Director, Partnership for Healthy Cities. As Program Associate, your responsibilities will include, but are not limited to:

Administration -

• Update and manage internal databases, including program calendars and detailed trackers;
• Develop and maintain organizational systems for the program, including accurate filing systems in Box, and coordinate routine clean-ups;
• Perform data entry and generate reports using Microsoft Word, Excel, Airtable, Docusign CLM, PowerBI, and other program management software;
• Support with drafting and executing contracts;
• Support with designing and implementing new systems and processes to improve program-wide operations efficiency, effectiveness and impact;
• Support program compliance with organization-wide protocols, such as Human Subjects Research (HSR), travel, safety and security;
• Prepare briefing notes, form letters and templates, PowerPoint presentations, and other program materials as needed;
• Correspond with external stakeholders, manage and fulfill their requests for information;
• Schedule meetings, take notes, and send follow-up items;
• Support internal trainings on operations policies and procedures;

Travel and Events Support -

• Support with coordinating logistics for virtual and in-person workshops, including sending invitations and tracking RSVPs, requesting quotes from venues, booking interpreters, coordinating travel arrangements, hotel bookings, visa letters, per diem processes;
• Coordinate the logistics for annual in-person team meetings;
• Act as the program’s main contact for travel policy and procedures questions and resolve travel-related issues;
• Coordinate travel reimbursement requests, and submit for processing;

Other -

• Provide task support to other program staff for administrative, operations, and event planning related activities
• Work closely with other administrative/operations colleagues across the organization;
• Other duties as assigned.

Qualifications:

Education and Degree -

• Bachelor’s degree in a related field.

Skills and Abilities -

• Excellent computer skills; proficient user of Microsoft Office suite (Word, Excel, Outlook, PowerPoint); experience using Airtable is preferred;
• Ability to work with cross-cultural and cross-functional teams;
• Strong communication skills with the ability to write concisely in professional business English;
• Strong interpersonal skills, with demonstrated ability to develop and maintain a collaborative relationship with internal and external partners;
• Excellent organizational skills and strong attention to detail;
• Ability to set priorities and problem solve;
• Demonstrated project management skills;
• Personal qualities of integrity, credibility, and dedication to the mission of Vital Strategies;
• Ability to build strong, ongoing, impactful relationships at all organizational levels and across a diverse range of cultural, generational, ethnic, racial, educational, and social backgrounds;
• Demonstrated commitment to valuing diversity and contributing to an inclusive working and learning environment;
• Willing to learn and use tools and software, including Airtable, Docusign CLM and PowerBI;
• Willing to learn and able to comply with guidelines and procedures;
• Ability to take ownership of assigned tasks and work collaboratively.

Experience:

Required -

• Minimum of 3 years of professional work experience providing support in an administrative or operational capacity;
• Experience tracking data for programs, including generating reports with program management software.

Preferred -

• Experience working with global teams in multiple time zones;
• Fluency in Spanish or French is preferred;
• Experience using Airtable, or Docusign CLM is preferred.

Working Conditions and Physical Requirements:

• The position may be required to travel internationally up to 5% of the time to attend meetings;
• The candidate must be willing and able to work across different time zones.