Administrative Support Specialist

3 weeks ago

Providence, United States CDC Foundation Full time
The CDC Foundation helps the Centers for Disease Control and Prevention (CDC) save and improve lives by unleashing the power of collaboration between CDC, philanthropies, corporations, organizations and individuals to protect the health, safety and security of America and the world. The CDC Foundation is the go-to nonprofit authorized by Congress to mobilize philanthropic partners and private-sector resources to support CDC's critical health protection mission. Since 1995, the CDC Foundation has raised over $1.9 billion and launched more than 1,300 programs impacting a variety of health threats from chronic disease conditions including cardiovascular disease and cancer, to infectious diseases like rotavirus and HIV, to emergency responses, including COVID-19 and Ebola. The CDC Foundation managed hundreds of programs in the United States and in more than 90 countries last year. Visit www.cdcfoundation.org for more information.

Position Highlights:

Position Title: Administrative Support Specialist

Location: Rhode Island Department of Health Hybrid (Providence, RI) - office two days per wee

Position End Date: 6/30/2025

Salary: $60,000

Overview:

The CDC Foundation is seeking an Administrative Support Professional assigned to the Rhode Island Department of Health (RIDOH). This position will be in the Center for Acute Infectious Disease Epidemiology (CAIDE), within the Division of Emergency Preparedness and Infectious Disease (EPID). This position will be responsible for supporting all staff within the Center for Acute Infectious Disease Epidemiology with various administrative needs.

Education and Experience:

• Associate degree or equivalent

• At least two years of experience in an administrative support role

Qualifications:

• Proficiency in Microsoft Teams, Word, and PowerPoint

• The ability to perform more difficult and complex administrative tasks

• The ability to communicate and interact tactfully, effectively and with confidence with internal and external partners

• Strong written and oral communication skills

• Ability to multi-task, prioritize a large caseload, and pay attention to detail

• Extensive experience collaborating with other teams/groups

• Ability to work in a professional team environment, as well as independently

• Bilingual individuals who are fluent in Spanish preferred

Responsibilities:

• Supporting Center and Division Leadership with scheduling meetings and managing calendars

• Supporting staff with administrative setup of virtual meetings and webinars, such as sending out invites, taking notes, and monitoring questions in the chat

• Coordinating out of office requests from staff to ensure sufficient office coverage

• Supporting the Infection Prevention and Control Field Team (IPC Field Team) with scheduling site visits and consolidating data reports

• Helping staff complete travel paperwork

• Supporting recruitment of public health scholars

- Entering information into the on-line form in order to have a scholar (aka Intern) position posted;

- Receiving resumes from interested scholars

- Reaching out to the candidate to set up interviews

- Coordinating with the Academic Institute throughout the hiring and onboarding process.

• Coordinating the on-boarding of new staff and scholars

• Creating schedules for hybrid work and phone triage

• Conducting data entry and ensuring that data are entering accurately and completely

• Supporting coordination of clinic activities on an as needed basis

• Monitoring an infectious-disease email box, and forwarding to the appropriate person to respond

Special Notes:

This role is involved in a dynamic public health program. As such, roles and responsibilities are subject to change as situations evolve. Roles and responsibilities listed above may be expanded upon or updated to match priorities and needs, once written approval is received by both the CDC Foundation and Rhode Island Department of Health in order to best support the State of Rhode Island in their public health programming.

This position is currently a hybrid position. CDC Foundation retains the right to make adjustments to this as required.

All qualified applicants will receive consideration for employment and will not be discriminated against on the basis of race, color, religion, sex, national origin, age, mental or physical disabilities, veteran status, and all other characteristics protected by law.

We comply with all applicable laws including E.O. 11246 and the Vietnam Era Readjustment Assistance Act of 1974 governing employment practices and do not discriminate on the basis of any unlawful criteria in accordance with 41 C.F.R. §§ 60-300.5(a)(12) and 60-741.5(a)(7). As a federal government contractor, we take affirmative action on behalf of protected veterans.

The CDC Foundation is a smoke-free environment.

Relocation expenses are not included.Learn More

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