The Operations Coordinator plays a central support role within Save the Children’s Department of Global Health (DGH). The Coordinator provides a significant amount of administrative support to the Vice President (VP) and Associate Vice President (AVP), supporting them as needed, including coordinating both domestic and international travel, organizing and documenting key action items from high level departmental meetings, facilitating department events and retreats, and contributing towards the departments knowledge management efforts, and supporting external meetings, as required. The Coordinator works closely with the Director of Programs & Operations to ensure the overall department runs effectively. As a central point of contact for multiple staff within the department and other parts of the agency, the Coordinator prioritizes activities to deliver on multiple tasks with calmness, professionalism, and efficiency.
Areas of Responsibility:
VP & AVP Administrative & Executive Support (50%)
- Provide daily calendar management assistance and frequently schedule and coordinate meetings between the VP/AVP and internal and external stakeholders, sub-teams, and working groups. Assist with pre & post meeting preparations, as needed. This includes, but is not limited to, drafting and editing presentations, documents, and reports, proactively coordinating and finalizing meeting agendas, disseminating and compiling information, note taking, tracking and following up on action items, and technology support.
- Coordinate domestic and international travel including visa processing, flight arrangements, pre-departure document preparations, coordination of conferences and country program visits, assist with travel expense reporting and posting trip reports on Save the Children’s intranet sites.
- Support the effective functioning of the DGH Senior Leadership Team (SLT), and Global Health Business Team (BT). Organize DGH internal meetings and retreats. Ensure related departmental files, reports, documents, and mailing lists are regularly updated, disseminated, and posted on Save the Children’s intranet sites and required systems.
- Ensure department fluidity while VP and AVP are out of office by communicating out of office, signature, and system approval plan Serve as timesheet coordinator for VP and AVP and help troubleshoot all phone, computer, and technology issues, seeking support from IT team as needed.
Operations and Knowledge Management Support (35%)
- Serves as the primary Washington DC DGH point of contact to disseminate and circulate DGH mail and order departmental supplies. As needed, provides administrative support to selected crosscutting staff based out of the DC office (i.e. Timesheet coordination, visa and travel support, technology support and troubleshooting, document editing, meeting logistics support, ordering catering services, preparing consultancy agreements and assisting with payment requests)
- In close collaboration with Director Programs & Operations, Director of Knowledge Management and other department staff, support the department’s knowledge management and documentation efforts. As assigned and as necessary, regularly update and maintain specific DGH intranet pages, mailing lists, meeting invites, documents, files, reports and other departmental resources and roles & responsibilities lists (e. Organizational charts, quarterly reports, SLT, BT, department all staff mailing lists & intranet pages).
- Assists the Director of Knowledge Management and DGH SLT with quarterly and annual reports.
- Coordinates input from department staff and teams to respond to agency requests and as needed, edits and drafts responses and disseminates.
- As needed, serve as an administrative point person for a specific departmental team and/or provide administrative support to a specific award or project.
Department Human Resource Support (15%)
- Manage, support, and coordinate non-paid positions (i.e., interns, volunteers, and fellows) for the department including coordinating and reviewing requests from department teams, posting opportunities in UltiPro (the Agency’s job posting system), working closely with the agency’s Human Resources Team, tracking requests, standardizing department onboarding process and keeping interns and fellows informed of department opportunities. As needed, serve as a supervisor for interns in the department.
- In close collaboration with the Director Programs & Operations, support department recruitment efforts by editing job descriptions, posting positions in UltiPro, assisting with initial phone screenings, scheduling interviews, regularly updating department recruitment process and procedure documents and maintaining key resources on DGH’s intranet site.
- As requested, process internal change in supervisor and change in status forms.
- Support DGH’s new employee onboarding program, including coordination of key orientation meetings, training new staff on Save the Children systems and DGH processes, ensuring all hiring managers announce new hires within first 5 days of hire and post announcements on SC and DGH intranet sites, maintaining and updating DGH’s organizational charts to reflect staff changes on a monthly basis.
- Assist updating department resources and tools and help provide refresher trainings to DGH staff.
Educational Background:
Minimum high-school diploma required.
Skills/Experience:
- Minimum 2-3 years’ administrative experience in a large complex organization, supporting senior leaders.
- Must demonstrate ability to juggle multiple stakeholder requests and function in a fast-paced and occasionally hectic work environment.
- Requires learned knowledge, technical skills and attention to detail to support semi-complex tasks.
- Exhibit strong desire to learn new skills and demonstrate willingness to teach others.
- Experience in knowledge management, documentation, and information technology system
- Ability to develop tracking and reporting system
- Excellent organizational, time management and both written and verbal communication skills.
- Excellent computer skills and ability to learn new systems (Microsoft Word, Excel, PowerPoint, Outlook, SharePoint).
- Strong attention to detail, focus on achieving results, and ability to multi-task and support various members of management simultaneously.
- Ability to work independently with minimal supervision and prioritize multiple ta
- Ability to work under pressure and prioritize
- Ability to work as a team player and to develop and maintain relationships with key groups (internal and external) to the organization.
Preferred Qualifications
- A Bachelor’s degree in related area (international development, global health, nonprofit or business administration, etc.).
- Interest in public health or a related field.
- Experience using/updating content management and collaborative systems (e.g., Microsoft SharePoint, Teams, Facebook/Workplace).
- Experience working with or within low-income countries.
- A second spoken language, e.g. French, Spanish or Arabic.
- International relief/development experience is a plus.
Compensation/Benefits:
- Meaningful work, with a knowledge that you are changing the lives of children all around the world
- A family friendly work environment
- Highly collaborative and innovative teams
- Generous paid vacation days, holidays, family leave days, and sick time
- Healthcare plans including medical, dental, and life insurance
- Retirement savings account with matching company contributions
- Structured and formalized management development and coaching programs for mid and senior level managers
- Extensive e-learning opportunities on a variety of topics offered through our affiliation with several prestigious universities as well as language learning opportunities
Job Function:
Organization Info
Listing Stats
Post Date:
Jun 7 2018
Active Until:
Jul 7 2018
Hiring Organization:
Save the Children US
industry:
Nonprofit