Description

Foundation Overview:

The Max Foundation is a leading global health nonprofit organization dedicated to accelerating health equity. For 28 years, Max has pioneered practical, scalable, high-quality solutions to bring life-extending treatments and patient-centered healthcare to more than 100,000 people living with cancer and critical illness in low- and middle-income countries. Max believes in a world where all people can access high-impact medicines, where geography is not destiny, and where everyone can strive for health with dignity and with hope. Learn more at https://www.themaxfoundation.org/.

Role Summary:

The Programs Coordinator provides essential, dedicated support to The Max Foundation’s Program Partnerships & Program Operations departments. This role is crucial for ensuring the smooth daily operations of the team, with responsibilities that include coordinating cross-functional communications, meticulously scheduling meetings and travel, and tracking and stewarding various programmatic initiatives. Ideal candidates will thrive in a tactical, support role and will be highly efficient, flexible, and possess exceptional attention to detail, strong organizational skills, and excellent interpersonal skills.

Responsibilities:

• Provide support and guidance to members of Program Strategy and Program Operations departments (ex. VPs, Directors, Managers) in making travel arrangements & processing expenses; Serve as a system-expert in expense processing software (GRAM)
• Provide logistical support for in-person and virtual meetings, speaking engagements, and conferences hosted by the Program Partnerships department; Vet in-person meeting spaces for departmental retreats, partner meetings, and more
• Coordinate special programmatic projects, including handling logistics, international mailing, tracking, maintaining relationships with vendors/partners, collaborating with regional colleagues, transporting supplies, etc.; Will receive oversight and direction from higher-level colleagues.
• Record or take meeting minutes, circulate follow-ups, communicate action items to team-members, and coordinate and track progress for various team projects and goals (ex. department meetings, trainings, etc.)
• Maintain an organized system of tracking, monitoring, and prioritizing tasks and projects using Microsoft Teams, SharePoint, and other document storage systems
• Support Programs team members with updating relationship management software (Virtuous) to ensure accurate and up-to-date information
• Support Programs participation and logistics for large conferences (e.g. ASCO) and internal leadership retreats (e.g. Programmatic retreats)
• Assist Programs team members with project management tasks, tracking project deliverables, and donor reporting, as needed
• Partner with Executive Assistants and other department Coordinators to support Executive and cross-functional activities, including preparing materials for Board and leadership meetings
• Perform in-office administration for Programs team including global mailings and document organization, as needed
• Work with vendors, suppliers and providers for Programs related needs
• Support onboarding of new Programs team-members including preparation of departmental info packets and scheduling orientation meetings
• Cross-train in international mailing procedures and support global mailing needs for Program Partnerships and Program Operations department, ex. FedEx logistics
• Ad-hoc project support, as needed

Qualifications: 

• Associate degree required, Bachelor’s Degree preferred
• Two-plus years of work experience in an administrative or program support role, international non-profit experience a plus
• Past experience supporting domestic and international travel logistics, expense processing, and calendar scheduling support preferred
• Proficient in MS Office Suite, including MS Teams, SharePoint Word and Excel.
• Strong organizational ability, prioritization skills, and attention to detail
• Demonstrated effective support for multiple individuals and adaptable to changing priorities
• Demonstrated writing and copy-editing skills

Skills and Attributes:

• Passionate about The Max Foundation’s mission and vision, and determined to lead and accomplish all goals related to current and future strategic plans
• High attention to detail and a high standard for quality work product
• Understanding of and comfortable in a global environment, with an emphasis on low and middle-income countries
• Passion for exceptional collaboration, and flexibility to do what it takes to elevate positive culture
• Comfort working in a complex, fast-paced, and high-workload environment
• Caring, humble, and people-oriented servant leader
• Resourceful, finds solutions using all available data to overcome challenges impacting the organization

Benefits Summary:

• Employer-sponsored benefits include:
  • 100% medical, dental, and vision premium coverage for employees; 50% premium coverage for spouse and/or dependents
  • Annual vacation accrual 80 hours (increases over time), personal time accrual of 52 hours, 12 paid company holidays, and 2 floating holidays per year
  • $10,000 Basic Life and AD&D insurance coverage; Short-term disability insurance
• Additional benefits include:
  • Flexible Spending Account (FSA)
  • Optional employee covered Long Term Disability and Supplemental Life Insurance
  • Eligibility for our Safe Harbor 401k plan participation after 3 months of employment, including Max-paid 3% non-elective contribution regardless of participation
  • Monthly wellness benefit (earn up to $70/month), Costco membership, and WFH/Commuter Stipend ($1,800/year)

Compensation: Typical hiring range for this role is $53,402 to $64,082 USD. Offers will factor in relevant candidate qualifications, cost of labor, pay equity, and geographical location. No relocation provided.

To Apply: Visit our website at https://www.themaxfoundation.org/careers to apply. Please include a resume and cover letter.

The Max Foundation is dedicated to diversity in staff and is an equal opportunity employer.