Overview
GeoSentinel is an international network of clinics and healthcare providers dedicated to monitoring infectious diseases and other travel-related health issues among international travelers and migrants.
GeoSentinel Administrative Specialist
Position Description
Title: GeoSentinel Administrative Specialist [Part-time]
Direct Reports To: GeoSentinel Program Manager
We are currently seeking a detail-oriented and organized individual to join our team as an Administrative Specialist for GeoSentinel, a project of the International Society of Travel Medicine. The role will primarily involve providing administrative support to ensure smooth support and efficient communication within the program. This position requires approximately 15-20 hours per week and occasional domestic and international travel for team meetings.
Note: This job description is intended to convey essential job responsibilities and requirements. It is not intended to be exhaustive or encompass all tasks that may be assigned to the role.
Primary Duties and Responsibilities:
1. Communications:
a. Assistance with managing site inquiries in the geosentinel@geosentinel.org inbox.
b. Send approved emails to Network members via Outlook and Affiliate members
2. Site management
a. Update Site Director, Co-Director, and data personnel details in the GeoS Directory
b. Maintain accurate contact lists for Site Director, Co-Director, and consultants
c. Update the GeoS Directory, GeoS database, and ISTM membership records following any personnel changes at GeoS sites
d. Collaborate with ISTM to ensure GeoS site personnel have updated ISTM memberships and notify ISTM Finance Manager of any personnel changes that affect incentive payments
e. Assist in storing, and filing site documentation including IRB approvals, contracts, MOUs, etc.
f. Process affiliate member applications with ISTM
3. Projects
a. Forward any research or surveillance project-related questions to the Program Manager
4. Meeting coordination
a. Maintain a master calendar for the OPI
b. Record minutes and action items from OPI meetings
c. Set up Doodle polls using the GeoS account as requested and follow up with non-responding attendees
d. Schedule Outlook invites for the OPI or project leads using Teams as necessary
e. Coordinate logistics for in-person and hybrid meetings, including sending calendar invites, arranging meeting details, setting up Zoom calls, and providing technical support for meeting recordings and presentations
f. Assist ISTM meeting coordinator with in-person meeting attendees
5. Webinars
a. Send invitations and set up Zoom calls for webinars with sites and consultants
b. Send reminders to all sites and attendees before webinars
c. Track webinar attendance
d. Send follow-up emails with session content, including attendance lists, slide decks, project materials, etc.
Qualifications:
– Bachelor’s degree preferred
– Previous experience in executive administrative support roles is preferred
– Training or experience related to health care or public health preferred
– Strong organizational skills and attention to detail
– Excellent communication and interpersonal skills
– Proficiency in using Microsoft Office suite, particularly Outlook, Word, PowerPoint, OneDrive, SharePoint, Planner, and Teams
– Familiarity with Zoom or similar webinar platforms
– Ability to handle multiple tasks and prioritize effectively
– Familiarity with research or healthcare environments is preferred
Duty Location
– Preference for candidates in Atlanta, Georgia.
– Candidates not in Atlanta, Georgia or unable to relocate may be considered on a case-by-case basis, but must be able to attend in-person meetings in Atlanta, Georgia as needed (at least quarterly).
Salary: Upon request
