Program Administrative Assistant 

The Robert Wood Johnson Foundation (RWJF; the Foundation), located in Princeton, N.J., is the largest philanthropy in America dedicated solely to health. Since 1972, we have focused on developing and promoting innovations in health and healthcare to improve the lives of millions. In partnership with others, we are working toward a nation that is rooted in equity, compassion, and respect; a nation that provides everyone in America a fair and just opportunity to thrive, no matter who they are, where they live, or how much money they have. This requires addressing many harmful obstacles to wellbeing, including poverty, powerlessness, and discrimination. 

We take seriously our responsibilities, and we pledge to work in ways that reflect our Guiding Principles. These are rooted in equity and influence everything we do at RWJF. Equity, diversity, inclusion (EDI), and collaboration enable our staff’s wide range of experiences, passions, and perspectives to strengthen our ability to address our nation’s most pressing health issues. Our efforts to build a Culture of Health and achieve health equity requires us to dismantle structural racism and other barriers to health. Part of this work includes actively shaping an inclusive organization where all staff thrive as we build and use our capabilities, voice, and power to advance health equity. The Foundation offers a collaborative, collegial, and creative work environment. With a career at the Robert Wood Johnson Foundation, you will make a difference. 

About This Opportunity

Reporting to the senior manager, Foundation Services, the program administrative assistant (PAA) supports staff by (1) assisting program staff in carrying out administrative and program-related duties; (2) providing a wide range of administrative support including complex calendar management, travel coordination, meeting and event planning, and special projects as assigned; (3) maintaining an informed, highly proactive and responsive relationship to the program staff both on-site and remote.

As with staff at all levels of the Robert Wood Johnson Foundation, the program administrative assistant is expected to demonstrate a passionate commitment to equity, to the Foundation’s mission, and its Guiding Principles.

Essential Job Responsibilities

• Manages high-volume calendar requests including scheduling virtual appointments, conferences, webinars, booking conference rooms and larger department meetings.
• Coordinates staff travel arrangements and ensures staff is appropriately supported for trips: arranges travel, prepares itineraries, prepares and organizes all background materials in advance; tracks and submits expenses for reimbursement.
• Ensures staff travel profiles, bios, and memberships are current.
• Coordinates IT requests, supply requisitions, and building services requests.
• Manages visitors by greeting, welcoming, and directing them appropriately.
• Sorts and distributes incoming and outgoing mail as needed.
• Prepares presentations, spreadsheets, charts, reports, and assists in special projects as assigned.
• Performs research by accessing information from the Information Center, Program Information Management System (PIMS), Salesforce, Internet and Intranet, and other resources.
• Acts as an active note taker and synthesizes notes for summary distribution as needed.
• Partners in the training of PAA colleagues during the onboarding process and as needed.
• Provides back-up support for assigned PAA’s and others, as needed.
• Performs other administrative duties as assigned.

Minimum Requirements

• Knowledge and understanding of diversity, equity and inclusion concepts, working with a multicultural workforce with sensitivity and appreciation to cultural differences.
• Proficiency in the use of Microsoft Outlook and Office Suite (Excel, PowerPoint, and Word).
• Demonstrated excellence in calendar management via Outlook, including coordination of complex meetings and travel schedules for multiple people.
• Ability to coordinate travel schedules for multiple people.
• Ability to coordinate travel with vendors with a focus on conserving resources.
• Experience with portable devices (e.g., iPad, iPhone) and general office equipment.
• Knowledge and understanding of AV equipment and use of platforms such as Zoom is preferred.
• Knowledge and understanding about organizational tools such as OneNote, Evernote, Dropbox, Google Drive, and Microsoft Teams is preferred.
• Knowledge and understanding of Workday and Concur is preferred.
• Knowledge and understanding of social media platforms is preferred.
• Ability to read and comprehend instructions, short correspondence and memos, write correspondence, and effectively present information in one-on-one and small group settings.
• Strong ability to prioritize and handle multiple tasks, requests, and individual work styles.
• Strong planning, organization, and time management skills with the ability to meet deadlines, anticipate needs, and be proactive.
• Strong attention to detail, accuracy with work, organizational skills, and follow through.
• Ability to work independently, as well as in a team-based, highly collaborative environment.
• Excellent customer service orientation, interpersonal skills, and ability to build relationships.
• Understands impact of their work and adapts to change effectively.
• Excellent verbal and written communications skills.
• May require some overtime, as needed.
• High school diploma required.

Physical Requirements/Working Conditions

The PAA will perform job duties in a typical business office environment and may periodically work from a remote location. Specific physical abilities required by this job include operating basic office equipment. Will be required to attend meetings, potentially both on-site and off-site, or via phone or videoconference. Reasonable accommodation may be made to enable individuals with disabilities to perform essential functions.

This position is assigned to our Princeton, N.J. headquarters offices.

As of January 1, 2023, the Foundation has implemented a Hybrid: Flexible Purpose operating model. All RWJF employees will be required to come into Foundation offices during the year for purposes related to their position such as critical tasks (e.g., building operations, grantee meetings), organizational events (e.g., training and development), and internally focused team activities. All RWJF offices remain open for all Foundation employees for focused work, optional organizational activities, and connecting with colleagues informally as needed for individual purposes.

Salary

The starting salary range for the program administrative assistant is $50,000 to $55,000. Why work at RWJF? Learn more about the benefits of working at RWJF.

 Application Deadline: January 12, 2024

The Robert Wood Johnson Foundation is an equal opportunity employer and strongly encourages applications from people of color, persons with disabilities, women, and LGBTQ+ and other underrepresented applicants.