Assistant, Communications and Convenings

Overview:

The National Network of Public Health Institutes (NNPHI) is an active network comprised of over 40 member public health institutes in 33 states, Puerto Rico and the District of Columbia. Public health institutes are nonprofit organizations that improve the public’s health by fostering innovation, leveraging resources, and building partnerships across sectors, including government agencies, communities, the health care delivery system, media, and academia. NNPHI and its member institutes work together to implement public health policy and program initiatives throughout all 50 states. NNPHI offices are located in New Orleans and Washington, DC. Additional staff, consultants, members, and partners support NNPHI’s mission from several locations throughout the United States.

The NNPHI mission is to support national public health system initiatives and strengthen public health institutes to promote multi-sector activities resulting in measurable improvements of public health structures, systems, and outcomes. NNPHI’s vision is innovation-fostering public health institutes across the nation collaborating to improve population health.

NNPHI collaborates with its member public health institutes and a wide range of national, state, tribal and local partners to support public health initiatives. These collaborative efforts promote health equity, support public health and health systems collaboration, build capacity of the public health system, encourage health in all policies, and promote evidence-based public health practice. Additional information about NNPHI’s program areas and collaborative efforts with public health institutes is available at www.nnphi.org.

Position Summary:

NNPHI is seeking a Communications and Convening Assistant to support the Communications and Convening Portfolio at NNPHI with general program administration including conference logistics, processing invoices and honorariums, etc.

NNPHI currently convenes at least four national conferences/trainings per year that reach from 150-400 participants each, as well as several meetings/trainings that range from 10-100 participants. Additionally, NNPHI is the lead planning organization for the National Conference on Tobacco or Health, a gathering of 2100 tobacco control professionals from across the country which is held biennially.

Job Location: NNPHI maintains offices in Washington, DC and New Orleans, Louisiana.  Due to the COVID-19 pandemic, this position will commence remotely. Ultimately NNPHI requires this position to be based in our New Orleans or Washington, D.C. office, or remotely from Atlanta, GA.  Applicants should indicate their preference to work in New Orleans, Washington, DC, or Atlanta.  Requires travel of approximately 10%.

Primary Responsibilities:

General Administration Support:

  • Assist with calendar management for internal and external events and respond to event and communications inquiries via internal mailboxes in a timely manner.
  • Support financial management, including timely invoicing and reviewing and tracking expense reports.
  • Process, in a timely manner, honorariums, check requests and invoices for approval and payment.
  • Reconcile and process billing statements from American Express, vendors, and hotels and restaurants, etc.
  • Coordinate scheduling and assist with logistical arrangements for internal and external meetings and events.
  • Assist with meeting invitations, agendas, accurate notetaking, and meeting summaries.

Conference Logistics:

  • Provide outstanding customer service to internal and external stakeholders including conference registrants, sponsors and potential participants and maintain positive professional relationships.
  • Coordinate with meeting presenters/speakers, ensuring all are provided with sufficient communications and guidance to prepare for their presentations.

Perform other duties as assigned.

Qualifications:

The Communications and Convening Assistant requires a bachelor’s level degree and at least two years of professional experience. Strong preference will be given to applicants with public health and/or other non-profit experience.

Additional qualifications include:

  1. Competency and experience in the use of relevant software packages (Word, Excel, PowerPoint, etc.) and can quickly learning and utilizing multiple software and online programs (e.g., Google Drive, Dropbox, Smartsheet, Salesforce, Mail Chimp, Canva, Zoom, Cvent, Higher Logic)
  2. Understanding of and interest in public health
  3. Experience providing administrative and coordination support for programs with a proven ability to effectively manage multiple assignments simultaneously including setting and meeting deadlines
  4. Professionalism and sophistication in communications
  5. Customer service oriented
  6. Strong communications and interpersonal skills necessary to effectively work with colleagues, partner organizations and a variety of high-ranking professionals
  7. Detail-oriented, flexible, and helpful with a positive attitude
  8. Ability to take initiative, solve problems creatively and work independently

Salary/Benefits:

Salary range is expected to be $40-50k dependent on location, experience, and qualifications. NNPHI offers a highly competitive and benefits package, including medical/dental/ vision/FSA/ parking/transportation, generous retirement contributions and annual leave.

Travel:

10% travel to NNPHI’s Washington, DC and New Orleans, LA offices, as well as additional meetings/events will be required. 

To Apply:

Please send CV, cover letter, salary requirement and three professional references to: hr@nnphi.org

Subject line: Attn: Convening Associate

NNPHI’s Values Statement to our Employees 

We strongly encourage applications from women, people of color, and bilingual and bicultural individuals, as well as members of the lesbian, gay, bisexual, and transgender communities. Applicants shall not be discriminated against because of race, religion, sex, national origin, ethnicity, age, disability, political affiliation, sexual orientation, gender identity, color, marital status, or medical condition 

Reasonable accommodation will be made so that qualified disabled applicants may participate in the application process. If you seek an accommodation, please advise in writing at the time you apply. 

Don’t meet every single requirement? Studies have shown that women and people of color are less likely to apply to jobs unless they meet every single qualification. We are dedicated to building a diverse, inclusive and authentic workplace, so if you’re excited about this role but your past experience doesn’t align perfectly with every qualification in the job description, we encourage you to apply anyways. You may be just the right candidate for this or other roles. 

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