About the 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 :
The Partnership for Healthy Cities initiative is expanding, and the Program Officer for the Europe and North America regions is a new role. 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 in the Europe & North America regions.
This role is based in New York City and must follow Vital's hybrid work environment. We offer highly competitive compensation and comprehensive benefits. The salary range for this position is $64,000 USD to $74,000 USD. The candidate must have authorization to work legally in the US at the time of hire.
Duties and Responsibilities :
The Program Officer reports to the Senior Program Operations Manager, Partnership for Healthy Cities. As Program Officer, your responsibilities will include, but are not limited to :
General Programmatic Support -
- Develop and maintain organizational systems for the program, including accurate filing systems in Box;
- Schedule meetings, prepare and send meeting agendas, take and distribute meeting notes;
- Correspond with external stakeholders and manage and fulfill their requests for information;
- Update and manage contact lists and city information databases;
- Prepare briefing notes, form letters, PowerPoint presentations, and other communication materials as needed;
- Perform data entry and generate reports using Microsoft Word, Excel, Airtable, Docusign CLM, Power BI and other program management software;
- Coordinate document translation services and interpretation services for meetings.
Travel and Event Coordination -
Assist with end-to-end event planning for in-person and virtual regional events;Develop invitation lists, send invites and track RSVPs;Coordinate venue and vendor sourcing, contracting, and management, including hotels, interpreters, printers, ground transportation providers, communications providers, and more;Coordinate event participant travel, including booking international travel through Vital Strategies' contracted travel agency, preparing per diem requests, researching travel visa requirements;Provide event and logistics updates directly to participants;Prepare and submit timely per diem and expense reimbursement requests on behalf of participants;Assist with managing on-site event logistics and troubleshoot any issues that arise;Administer pre- and post-event surveys and analyze results.Support with developing event budgets, monitor budgets to ensure appropriate usage of grant funds, and perform post-event budget reconciliations;Operations -
Support the program's contracting processes, including :Coordinate document completion by contract partners;Complete compliance check requests;Draft contracts, facilitating internal and external reviews, and signatures according to Vital's contracting processes;Track contract set-up status;Support with other tasks in the contract development and execution process as needed.Track the status of payments, communicate with contract partners about payment processes and status, and troubleshoot any payment issues or questions;Assist with reconciling program budget trackers to help maintain accurate actual and projected spending information;Track city quarterly programmatic and spending reports;ReportingReview reports and submit inquiries to refine and improve reporting;Synthesize data for weekly donor reports;Assist with programmatic reporting as requested by supervisors.Support the program's Human Subjects Research (HSR) compliance processes, including :Coordinate document completion by city partners;Submit documents to internal HSR manager;Track HSR approval status.Other -
Work closely with other Program Associates and Officers throughout the Environmental, Climate, and Urban Health and Public Health Programs Divisions and other administrative / operations colleagues across the organization;Other duties as assigned.Qualifications :
Education and Degree -
Bachelor's degree preferred.Skills and Abilities -
Understanding of public health and related policy interventions preferredStrong project management skills, with the ability to provide status updatesExcellent computer skills; proficient user of Microsoft Office suite (Word, Excel, Outlook, PowerPoint); ability to use data management tools such as Docusign, Airtable;Ability to collaboratively work with cross-cultural and cross-functional internal teams and external partners in various time zonesStrong written communication skills with ability to write concisely in professional business English; as well as strong listening skills;Excellent organizational and time management skills, strong attention to detail, ability to multitask and follow standard operating procedures;Personal qualities of integrity, credibility, and dedication to the mission of Vital StrategiesExperience : Required -
Minimum of 5 years of professional work experiencePreferred -
Experience working with global teams in multiple time zonesWorking Conditions and Physical Requirements :
The position will 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.LI-Hybrid
Salary : $64,000 - $74,000
