Project Assistant, WSU Public Health Program - Dept. Internal Medicine

Job Purpose: The Project Assistant will provide specialized staff support and assistance in development, implementation, and maintenance of the Tolan Park Adult HIV Program. This position will apply established techniques and methods in servicing internal and external clients, including subcontracted agencies, collaborating programs, and external funders; develop new systems as needed to respond to changing programmatic landscape; and assist administrative leadership team with operational goals, objectives, and services.

This position reports to the Associate Director, WSU Infectious Disease Public Health Programs.

Essential Functions

Participate in and coordinate specific program/project activities, research methodologies, and initiatives. Interface with program/project staff participants and supporters to assess and determine goals, objectives, and needs. Recommend procedural changes to support operational activities, develop materials and informational/promotional activities.

Serve as an information source and liaison for the faculty, staff, students, vendors, outside agencies, and the public. Answer questions, provide information and resolve routine problems regarding operations and services. May represent organizations to obtain and exchange information and may conduct on-site visits to establish relationships.

May negotiate vendor services, assist in obtaining conference sponsorship. Maintain calendar, schedule appointments for meetings, presentations, activities, services, and conferences and complex travel arrangements. Assist in day-to-day administration of operational activities, establish work schedules and agendas, assign and monitor program/project work activities, and conduct meetings to evaluate work activities.

Develop and maintain systems to prepare for multiple annual site visits and audits by funders. Coordinate teams in preparation for site visits and coordinate responses to site visit reports. Ensure all administrative elements are reviewed and accurate. Coordinate grant submissions ensuring proper formatting, copy editing, and timing.

Prepare written correspondence, memorandums, reports, and informational pieces on program activities. Develop handbooks, brochures, and/or informational packets related to program/project. May perform complex typing duties and process complex documentation with the use of appropriate software. Monitor unit-budgeted expenditures accounts for supplies and resources.

Prepare financial activity reports on programs and other budget allocations. Complete statistical reports on operational and related fiscal activities to keep program leadership apprised of needs or concerns. Handle purchasing of approved expenses. Coordinate use of facilities, services and equipment which includes space leasing, subcontracting arrangements as well as initiating requests for services such as building or equipment maintenance and printing/duplicating services, etc.

Interface with appropriate University personnel to obtain and exchange information. May functionally supervise very small (1-2) part-time temporary student, college work study, and technician support staff. Interview and recommend employment, discipline and evaluation of full-time and temporary support staff. Plan and assign work activities; train in appropriate office methods and procedures and monitor workflow and staffing levels.

Perform other related duties as assigned.