ASSIGNMENT NETWORK AVAILABLE - THIS POSITION IS OPEN TO INTERNAL CANDIDATES ONLY.
This assignment network is an in-house networking process to facilitate matching opportunities and people for short-term and low-percentage assignments. We now have a new position available through the assignment network.
PERCENTAGE TIME: 50%-75%
PROGRAM/DIVISION: REPRODUCTIVE HEALTH
LOCATION: SEATTLE
START DATE: DECEMBER 16, 2019
END DATE: MARCH 31, 2020
SCOPE OF WORK
- Project management:
- Track teams’ tasks and solicit input or feedback. Ensure things get done on time.
- Schedule PL and HQ reviews as needed and ensure documents go through appropriate reviews.
- Liaise with other teams to schedule meetings.
- Track deliverables for country partners through Smartsheet: send out reminders to country partners, ensure receipt on or before due date, save in appropriate place in team files, update Smartsheet.
- Respond to other team requests for information about cervical or breast cancer work. Provide materials (i.e., factsheets or self-sampling brushes, pictures) as requested for meetings.
- Support submission of two final project reports to BMGF, including establishing a clear timeline, assigning tasks and following up with contributors.
- Proofreading and formatting, translating:
- Proofread manuscripts, PowerPoint presentations, meeting reports, etc.
- Format PowerPoint presentations to align with PATH style.
- Creatively utilize PATH style to develop formats for non-typical documents.
- Interface with PATH graphics team on project-end dissemination documents.
- Translate documents to and from Spanish/English; communicate to the partners in Spanish regarding upcoming meetings, deliverables, or other general communication.
- Manuscript and abstract submission:
- Create production calendar, ensure manuscripts and abstracts follow this set timeline and are submitted on time.
- Submit manuscripts through online submission systems and register submission in Chronos to alert BMGF to submission.
- Scheduling and calendar support:
- Scheduling:
- Internal meetings, usually about 3-7 people on the Women’s Cancers team, using Teams: about 3 or 4x a week.
- Across-department meetings, Teams or Zoom: usually about 2x a month.
- External meetings, usually using Zoom: about 2 to 4x a week, usually for Silvia and collaborators, sometimes for others on the team.
- Light management/assistance with RPM’s schedule—remind her of important meetings, delete canceled meetings, ensure no major conflicts and reconcile potential conflicts. Send invites for upcoming travel.
- Take notes at regular team meetings and share minutes within 2 weeks after the meeting.
- Travel arrangements:
- Scheduling travel for RPM and reconciling her expenses in Business World (~8 hours a week)
- This includes passport/visa arrangements, hotel arrangements, and liaising with 3rd parties to determine what is/is not covered if RPM is an invited speaker or guest.
- Assist PADM and team with arrangements for conferences.
- Booking airport transfers, hotels, researching locations, miscellaneous stuff like this for the rest of the team.
- Expense reconciliation:
- Working with Procurement on invoicing and payments for conferences and meetings.
- Reconcile receipts for team expenses (i.e., Skype, conference registrations, lunch meetings, etc.) (monthly)
- Tech/printing support:
- Assist team with Business World or other PATH software questions as able to, refer to IT for more advanced issues.
- Print/copy/scan things.
SKILLS AND EXPERIENCE NEEDED
- Attention to detail
- Intermediate or advanced Spanish skills (especially reading and writing)
- Experience using (at least most of these): Outlook, Zoom, Skype, Zotero, Microsoft applications, Smartsheet
- PATH-certified proofreader
- Experience submitting manuscripts/abstracts to journals
- Flexibility
- Strong prioritization skills
- Clear communication skills
Required Skills
Required Experience