Program and Operations Coordinator

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Description

Job Title: Program and Operations Coordinator

Effective Date: Immediately

FLSA Status: FTE, at-will employment

Application Review: Applications will be reviewed on a rolling basis between February 8 – 17, 2021.

Application Deadline: The final deadline to send materials is Feb 16, 2021 by 5:00p PT.

Location: Candidates should live in or plan to relocate to the Seattle-area. (There is no relocation allowance.)

Work Remotely: This is a fully remote work-from-home position.

To Apply: Send a resume and cover letter* to careers@prontointernational.org *(See cover letter instructions at the end of this description.)

THE ORGANIZATION

PRONTO International is a Seattle-based NGO that designs and conducts simulation-based training for healthcare provider teams in limited resource countries and the United States using an innovative, evidence-based approach to help learners move from knowledge to practice in the management of maternal and newborn emergencies. PRONTO’s unique simulation and team trainings allow healthcare provider teams to practice skills in simulated high-stress environments, ensuring that they are prepared to respond efficiently and effectively during an emergency. Currently PRONTO works in India, Mozambique, Niger, and the United States. We are in an exciting time with projected growth into new geographic areas and new products and services in the next 12-18 months.

POSITION SUMMARY

PRONTO International seeks an energetic person to fill the position of Program and Operations Coordinator. This person will work with a variety of stakeholder groups including our Seattle-area-based PRONTO headquarters staff, PRONTO India staff, project-based in-country partners as well as academic and clinical partners. This person will become a member of a small, agile and highly productive team. As such, a willingness to learn quickly, be flexible, pitch in at all levels, and to take on tasks as they arise, even if they are unexpected, is critical. We believe in building job satisfaction through exciting, mission-driven work; professional development; regular feedback; and intentional on-the-job growth opportunities. This role reports to the Executive Director and is based in Seattle, WA.

The primary roles of the Program and Operations Coordinator will be to provide critical support on the implementation of PRONTO’s global programs, ensure operational and communications excellence, support the Executive Director, and most importantly they will “manage up” to keep the full team informed and moving forward on processes and projects. A successful Program & Operations Coordinator will be committed to service, have a team-oriented “can-do” approach and should be well-organized, extremely detail-oriented, flexible, able to anticipate needs before they arise, and work independently.

Essential Duties

Coordinate the day-to-day administrative functions of all programs

  • Prepare meeting agendas and take minutes, summarized with clearly prioritized and assigned action items
  • Keep each project and its partners on schedule for program deliverables by tracking goals, key dates, timelines, and coordinating project activities to assure all deadlines are met – e.g. “manage up
  • Maintain strong relationships with project partners around the world by providing technical assistance, anticipating project and team needs, and representing PRONTO on project calls/meetings and in training sessions
  • Lead the procurement and shipping of PRONTO supplies
  • Participate in data entry, data analysis, and program report writing
  • Learn new software quickly to be able to support program goals
  • Support Executive Director’s projects and meetings

Operations and Growth

  • Support operational tasks related to finance, compliance, and policy and procedures
  • Work with Executive Director to refine and grow PRONTO’s online learning system
  • Provide research and writing support on grant and project proposals
  • Work with the team to maintain and grow PRONTO’s web and social media presences
  • Assist with the creation of project presentation materials in a variety of formats
  • Manage organization’s supply inventory levels, including quarterly accounting of inventory
  • Other duties as assigned

Educational Background

Minimum education required: Associate’s degree. Bachelor’s degree preferred. Demonstrated interest in global health, public health, maternal health or related field preferred.  This background could have been gained through professional work, volunteer work, internships, coursework, or educational experience.

Required Skills/Knowledge/Abilities:

  • Exceptional attention to detail and organizational skills as demonstrated during at least 2 cumulative years of experience through work, volunteering, or internships
  • Willingness to assume a range of unanticipated tasks
  • Work flexible hours including early mornings, late evenings and some weekends for international calls
  • Strong Interest in and demonstrable ability to learn and troubleshoot new software
  • Problem-solving mindset, think creatively and anticipate needs before they arise
  • Able to work without oversight, proactive
  • Strong analytical, writing, editing, and verbal skills for communicating with broad and diverse stakeholders
  • Must be a cooperative team player with culturally and geographically diverse staff and partners; have awareness and understanding of issues of privilege, oppression, and the decolonization of global health
  • Able to thrive in a fast-paced and collaborative environment
  • Able to manage multiple competing priorities while coordinating resources needed to meet deadlines
  • Have a strong mix of confidence and humility; willingness to ask questions and learn

Software:

  • Required: Strong skills in MS Office Suite (Word, Excel, PowerPoint, Teams)
  • Preferred (but not required) – Familiarity with any of the following: Adobe Creative Suite (specifically InDesign, Photoshop, Illustrator), WordPress website administration, Qualtrics, Tableau, R, Stata, video editing software

Other Required:

  • Legal authorization to work in the United States
  • Valid driver’s license
  • Ability to safely lift 50 pounds
  • Able to work remotely full-time and meet in person once COVID restrictions allow
  • Once it becomes safe to travel again, the Program & Operations Coordinator may travel domestically and globally in limited resource settings

Why you should work at PRONTO, from our outgoing Program and Operations Coordinator:

“In my opinion, this is one of the best possible entry level positions in global health. Given the small team size and expansive portfolio of projects, you have the opportunity to be involved in and learn through a broad range of tasks everything from helping lead trainings, to engaging with important stakeholders, to drafting deliverable reports for USAID, to participating in data analysis about the impact of interventions, to managing the preparation and implementation of projects around the world. This position allows you to be a part of an organization that is making a real and visible impact on the lives of clinical providers, mothers, and babies around the world.” 

Salary and Benefits

This position has a firm starting gross annual salary of $50,000 along with a generous package of paid time off.

PRONTO International is an equal opportunity employer

PRONTO International is committed to creating a diverse team and is proud to be an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, gender expression, national origin, age, protected veteran or disabled status, or genetic information.

This job description summarizes the main duties of the job. It neither prescribes nor restricts the exact tasks that may be assigned to carry out these duties. Employee(s) will be required to follow other job-related instructions and to perform any other job-related duties requested by any person authorized to give instructions or assignments This document should not be construed in any way to represent a contract of employment. Management reserves the right to review and revise this document at any time.

Currently the Seattle-based PRONTO team does not meet in person as part of our COVID-19 precautions.  Once conditions allow, the PRONTO team will resume regular in-person meetings.  Workdays will be remote as PRONTO does not maintain an office location in the United States. Because our headquarters team and supplies warehouse are located in Seattle, the new hire needs to be located in the Seattle area.

Applicants considered for this position will be required to disclose if they are the subject of any substantiated findings or current investigations related to sexual misconduct at their current employment and past employment. Disclosure is required under Washington state law.

How to apply:

Please send a resume and cover letter to careers@prontointernational.org.   In your cover letter, please do not restate the information on your resume.  Instead, along with what you choose to write, please include:

  1. Why are you interested in this position?
  2. What has been your pathway to being qualified for this position? (We place equal value on non-traditional and traditional ways of gaining experience and qualifications.)
  3. We’ve placed an emphasis on finding a candidate who can “manage up”. Please tell us what that means to you.
  4. Tell us a bit about your commitment to service as an ethic.
  5. We are looking to fill this position quickly. Please let us know how soon you could start if you were offered the position.

 

Our Culture

We are a small but mighty team with a “can-do” attitude. Each new team member makes a significant impact on PRONTO’s culture so a fit with our values is important.  We value your emotional intelligence (EQ) as much as we do the hard skills, education, and experience listed above.  PRONTO International will honor your experiences, perspectives and unique identity. PRONTO strives to create and maintain working and learning environments that are inclusive, equitable, and welcoming.

Possessing the characteristics listed below would make you a good fit for PRONTO.

  • Flexibility and patience: While we each have distinct roles at PRONTO, it is important to be patient, resilient, and flexible about job duties, timing, and the willingness to manage the unexpected with poise, professionalism, and positivity. Because our work is about training people who work in complex environments where we have no control, we need colleagues who can “roll with it”, and solve problems on the fly.
  • Openness and collaborative spirit: We have a small internal team as well as a large ecosystem of partners, trainers, and experts who contribute to PRONTO’s mission. Our people, internal and external, are what make us great. Being excited about how a project can be enriched by group input is foundational to how our team works.
  • Commitment to relationship building in a virtual world: Our teams are diverse and distributed around the globe, which is exciting, but it can pose challenges because our in-person time together is limited. We are intentional about building relationships, culture, and team excellence even on Skype, Zoom, What’s app, etc.
  • Integrity and honesty: Our work is animated by fairness, consistency, and accountability.
  • Respect: The work we do is joyful and can be draining too. We honor the providers we serve and the mothers and babies they serve by acting with cultural humility, respect, and admiration.  We practice self-care through respectful engagement with each other.
  • Optimism and gratitude: Even on our worst days PRONTO is where we want to be. We have the good fortune to serve dedicated frontline providers who save the lives of mothers and babies every day.
  • Growth mindset: Each day presents opportunities for growth – individually, as a team, and as an organization.

 


 

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