Associate Director of Special Projects and Events (TEPHINET)- The Task Force for Global Health

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The Task Force for Global Health is an Emory University affiliate located in Decatur, GA. Its 16 programs and focus areas cover a range of global health issues including neglected tropical diseases, infectious diseases, vaccines, field epidemiology, public health informatics, health workforce development, and global health ethics. All our programs have an end goal in sight of eliminating diseases and protecting the health of populations. The Task Force for Global Health was recognized for its extraordinary contributions to alleviating human suffering with the 2016 Conrad N. Hilton Humanitarian Prize, the world's largest award of its kind. The Task Force is ranked among the largest nonprofits in the United States due to in-kind contributions of medicines and vaccines from major pharmaceutical companies valued at billions of dollars annually.

The principal mission of the TEPHINET is: To develop, connect, and mobilize a global field epidemiology workforce to strengthen public health systems and advance health security. As an integral part of this mission, TEPHINET provides advanced administrative and management support to many international public health projects, majority of which are related to the field epidemiology training programs.

The Associate Director of Special Projects and Events will direct the planning, development, and execution of major TEPHINET events and select programmatic initiatives. The majority of this role focuses on comprehensive event management, workshops and strategic operational coordination, such as large-scale events such as the TEPHINET Global Scientific Conference. Additionally, this role includes traditional project management responsibilities for select global health projects, ensuring they are delivered on time, within budget, and in compliance with federal and international regulations.

JOB DESCRIPTION:

• Plans and manages events for the Task Force for Global Health (TFGH) including annual events for a specific program. Collaborates and leads staff and partners to establish event goals and objectives.
• Develops and recommends operating procedures for events. Establishes and manages event-planning timelines, determines assignments for event staff and volunteers and proposes resources needed to execute events. Determines fiscal requirements for events, prepares budgetary recommendations, and negotiates terms with vendors.
• Oversees and facilitates event briefings and the coordination of speakers/presenters. Provides leadership, direction and coordination among speakers, staff, and volunteers during an event program/production. Prepares post-event analysis to assess opportunities and make recommendations for upcoming events and services to internal and external partners; implements recommendations as appropriate.
• Manages special projects ensuring consistency with organizational strategy, timelines and goals. Manages digital collaborative work platforms and serves as a conduit for information sharing among internal and external programmatic and operational staff.
• Leads day-to-day project activities; responsible for identifying and gathering resources; providing regular updates and status reports; providing recommendations for resolving potential issues, and keeping leadership informed.
• Identifies and responds to key challenges and areas of opportunity. Forecasts workload and resourcing needs. May supervise staff. Performs other related duties as required. 

ADDITIONAL JOB DETAILS:

Event Management & Operations (Primary Focus)

• Lead and/or support the event management execution and strategic operational coordination for large-scale and small-scale events, ranging from the TEPHINET Global Scientific Conference and project-specific workshops.
• Strategize, plan and execute overarching operations and logistics for small-scale and large-scale events.
• Coordinate with communications efforts and ensure website alignment, including delegate communications and event app setup when applicable.
• Manage comprehensive onsite operations, including badge systems, lanyard oversight, reception desk management, and coordination of volunteers.
• Oversee specific high-profile event segments, such as delegates dinners (e.g., FETP International Night) and artistic performances.
• Optimize program operations and systems design, including registration support and the poster/abstract submission process.
• Coordinate and manage all logistics-informed agenda development, venue logistics, catering, AV, signage, and supplier/vendor coordination.
• Act as the primary liaison for consultants, contractors and vendors, as well as coordinating with sponsors and exhibitors.
• Advise on and coordinate travel and accommodation details for delegates and attendees.
• Partner closely with, and advise, the program Director, Senior Deputy Director and Director of Communications and Events to ensure alignment of event objectives.

Project Management & Administration

• Direct the planning, development, and operations of select TEPHINET projects, working closely with funders and partners to define project scopes.
• Provide cross-team project support and counsel on events-related activities.
• Document comprehensive project work plans, timelines, and resource expectations, and track key milestone dates.
• Create project and budget narratives for grants, as well as status reports for distribution to internal teams and external customers.
• Update project activities, modify deliverable dates as needed, and proactively participate in the resolution of operational issues.

Resource & Financial Management

• Plan, execute, and monitor project and event budgets, manage detailed budgets, and approve expenditures and expense reports.
• Provide financial reconciliation advisory for large events and collaborate with financial management and operational staff for accurate reporting.
• Create and manage contracts for event consultants, identify international subcontractors, and provide guidance on their reporting, payments, and activity implementation.
• Create, submit, and process invoices.

Stakeholder Collaboration & Representation

• Represent TEPHINET in national and international fora, conferences, and meetings, engaging with donors, NGO representatives, and other partners.
• Build and nurture relationships with consultants and external customers through regular communication and personal visits.
• Act as a diplomatic liaison to partner organizations and all project-related personnel.

Staff Development

• Supervises and coaches a Project Support Specialist, and interns where applicable, to ensure deliverables are met and foster professional growth.

OTHER RESPONSIBILITIES:

• Participates fully as a member of the Task Force for Global Health and TEPHINET by contributing, assisting and participating in projects, activities, and initiatives as requested by management.

What Success Looks Like

• Structured and Organized Event Execution: Seamless end-to-end management of major events like the Global Scientific Conference, characterized by optimized registration processes, well-coordinated vendor/supplier logistics, and high attendee satisfaction.
• Effective Project Delivery: Special projects are meticulously tracked with clear work plans, timelines, and resource allocations, ensuring milestones are met and deliverables are completed on schedule.
• Strategic Relationship Building: Strong, cooperative relationships are nurtured with internal teams, external partners, sponsors, and local representatives.
• Financial Integrity: Event and project budgets are accurately planned, monitored, and reconciled, with transparent financial reporting to stakeholders and funders

Core Competencies

• Thoughtful Leadership
• Event & Conference Management
• Project Management
• Financial Stewardship
• Stakeholder Engagement
• Relationship Management
• Communication & Influence
• Cross-Cultural Competence
• Diplomacy & Tact
• Operational Excellence
• Problem Solving
• Risk Management
• Team Leadership
• Technology Proficiency
• Attention to Detail
• Results Delivery

TRAVEL: 15-20% domestic and/or international travel is required.

MINIMUM QUALIFICATIONS:

• Bachelor's degree in a related field and six years of program-related experience, or an equivalent combination of experience, education, and training.

PREFERRED QUALIFICATIONS:

• Master’s degree in a field related to the program.
• Prior experience in donor and partner relations, and previous experience working on international projects.
• Strong background in large-scale event management, vendor coordination, and onsite execution.
• Excellent English writing and verbal communication skills, with a high attention to detail and quality.
• Proficiency in a second language.
• Strong interpersonal and intercultural skills with a high level of diplomacy and tact.
• Proficiency with Microsoft Office applications (Excel, Word, Outlook, PowerPoint, etc.)

NOTE: This role will be granted the opportunity to work from home regularly but must be able to commute to Emory University on a flexible weekly schedule based upon business needs.  Schedule is based on agreed upon guidelines of department. This role requires residency in the state of GA. Emory reserves the right to change remote work status with notice to employee.

Emory is an equal opportunity employer, and qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability, protected veteran status or other characteristics protected by state or federal law. Emory University does not discriminate in admissions, educational programs, or employment, including recruitment, hiring, promotions, transfers, discipline, terminations, wage and salary administration, benefits, and training. Students, faculty, and staff are assured of participation in university programs and in the use of facilities without such discrimination. Emory University complies with Section 503 of the Rehabilitation Act of 1973, the Vietnam Era Veteran's Readjustment Assistance Act, and applicable executive orders, federal and state regulations regarding nondiscrimination, equal opportunity, and affirmative action (for protected veterans and individuals with disabilities). Inquiries regarding this policy should be directed to the Emory University Department of Equity and Civil Rights Compliance, 201 Dowman Drive, Administration Building, Atlanta, GA 30322. Telephone: 404-727-9867 (V) | 404-712-2049 (TDD).

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