The Program Coordinator is responsible for coordinating and supporting program implementation and operations through administrative, logistical, financial, and grant management assistance to the HIV/TB team. You will coordinate the needs and requests from various program components to ensure program consistency, accountability and efficiency, and will support key initiatives and activities including workshops and events, technical contracts, work plans, budget management, and new business development. You will work in close collaboration with relevant department and project specific team members, Knowledge Management staff, and others across the department and agency to ensure the HIV/TB team and key stakeholders receive the necessary support to work effectively and efficiently.
What You’ll Be Doing (Essential Duties)
Essential Duties, Responsibilities and Impact
Administrative Support Systems (30%)
- Maintain relevant resources on the HIV/TB team’s Shared Drives and website, monthly calendars of travel and events, staff contact information lists at headquarters and country levels, organizational charts, meeting and hotel facility price lists for the DC area, and other systems as defined/assigned;
- This includes copy-editing, and formatting presentations, documents, and reports, coordinating and finalizing meeting agendas, disseminating and compiling information, notetaking, tracking and following up on action items, supporting abstract submissions, providing technology and logistics support, and other administrative support functions as needed;
- Perform filing, photocopying, faxing, order office supplies;
- Provide administrative support during the recruitment, onboarding, and orientation of new and transitioning team members;
- Engage with technical teams on new proposals, procurement updates, etc.
Planning and Logistical Support (25%)
- Support logistics for workshops, trainings and meetings, including quotations and documentation for selection and approval of meeting sites;
- Develop and manage meeting budgets and spreadsheets, reserve sites and/or conference rooms, order equipment and food;
- Communicate with participants (e.g., send invitation letters and process registration as needed);
- Liaise with facility management to ensure proper room set-up and support;
- Ensure the smooth organization and management of logistical support;
Program Support (25%)
- Coordinate input for monthly and quarterly reports, staff time spent and grant spending;
- Support copy-editing and formatting of program briefs, project success stories, and other project specific documents or reports for external audiences, as requested;
- Set up the HIV/TB team’s new vendors in A/P systems;
- Coordinate and update the HIV/TB team’s staff timesheet tracking at the end of every month;
- Assist with closing out the HIV/TB team’s projects;
Knowledge Management (15%)
- Support the team, department and agency’s overarching efforts to capture and deploy knowledge;
- Provide support with quarterly reporting and the operational and strategic planning processes by coordinating, compiling, editing, and summarizing team input;
- Support for the HIV/TB team’s knowledge management systems, including maintaining team and/or project homepages, OneNet webpage, and Workplace community and ensuring that these are updated in accordance with department, project, and agency guidelines;
- Support team in the development of project briefs and other project specific documents;
- Manage team SharePoint folders and archive project reports in the appropriate electronic libraries;
- Support the department’s Knowledge Management team to ensure HIV/TB project tools and resources are uploaded and archived to the appropriate agency libraries or resource sites;
- Organize migration of Toolkits to Resource Center, and support documentation for Toolkits and Curricula to ensure all Save the Children brand guidelines are upheld;
Travel Support (5%)
- Complete, post, and track travel authorization requests (TARs) when needed;
- Obtain travel documents, visas, and immunizations requirements from consulates and other international entities as required;
- Prepare traveler folders with country and security information;
- Maintain up to date accommodation lists for frequently visited countries and make shuttle, hotel and other transportation arrangements;
- Assist with in-country scheduling of travelers’ visits/meetings when requested;
- Process Travel Expense Reports (TERs); and
- Monitor submission of trip reports.
- Minimum of a High School diploma or equivalent, plus at least 2 years of relevant experience
- Proven attention to detail in successfully completing complex tasks, programs or projects, often with competing deadlines and priorities
- Professional proficiency in spoken and written English
- Professional proficiency in MS Office suite and ability to learn new systems
- Demonstrated ability to communicate and collaborate successfully with individuals and teams at all levels
- Proven customer service focus and delivery
- Experience formatting, branding and proofreading documents
- Demonstrated commitment to an environment fostering diversity, inclusion, and belonging
- Experience supporting a large diverse team including remotely-based and international staff
About the Organization
Why you should join the Save the Children Team…
Save the Children US offers outstanding benefits that include health, dental, vision and life insurances, pet insurance, short-term and long-term disability coverage, an Employee Assistance Program, 403(b), generous vacation, personal sick leave, family leave, parental/adoption leave, commuter benefits, dress for your day, and much more.
Click here to learn more about how Save the Children US will invest in YOU!
About Save the Children
Save the Children believes every child deserves a future. In the United States and around the world, we give children a healthy start in life, the opportunity to learn and protection from harm. We do whatever it takes for children – every day and in times of crisis – transforming their lives and the future we share.
Our work for children and their families requires that we commit—at every opportunity—to work together to identify and dismantle persistent systemic and structural racism, inequality, and any other forms of discrimination in this country and beyond. As an anti-racist organization, Save the Children will not tolerate discrimination in any form—in our employment practices, amongst our staff, in our leadership or toward the people we serve. We stand in solidarity with all people to fight for equal rights, justice, inclusion, and belonging.
We provide equal employment opportunities (EEO) to all employees and qualified applicants for employment without regard to race, color, religion, gender, gender identity or expression, ancestry, sexual orientation, national origin, age, handicap, disability, marital status, or status as a veteran. Save the Children complies with all applicable laws.
Save the Children is committed to conducting its programs and operations in a manner that is safe for the children it serves and helping protect the children with whom we are in contact. All Save the Children representatives are explicitly prohibited from engaging in any activity that may result in any kind of child abuse. In addition, it is Save the Children’s policy to create and proactively maintain an environment that aims to prevent and deter any actions and omissions, whether deliberate or inadvertent, that place children at the risk of any kind of child abuse. All our representatives are expected to conduct themselves in a manner consistent with this commitment and obligation.
Save the Children is committed to minimizing safety and security risks for our valued employees, ensuring all are given training, support and information to reduce their risk exposure while maximizing the impact of our programs for children and families. Our shared duty, both agency and individual, is to seek and maintain safe working conditions for all.