Please note: This position can be located in either San Diego, CA or Washington, DC (with a preference for San Diego).
The Operations Coordinator is based at the International Office (IO) and provides technical and administrative support to the Operations Unit with a particular focus on the areas of: (1) Proposal and Report Development (2) Policy and Compliance (3) Research and Development and (4) Administrative and Logistical Support. The Operations Coordinator facilitates communication and coordination between the Operations Unit and other IO departments and units as well as with field offices. The Operations Coordinator works to maximize efficiencies, support selected research programs and special initiatives, ensure that all department functions related to donor and partner relationships and award administration are fully supported, and ensure timely completion of special projects, especially during peak times. In addition, the Operations Coordinator assists with administrative requirements for field operations in PCI’s programs worldwide throughout Latin America and Africa.
Key Duties and Responsibilities:
Proposal and Report Development
- Assists in budget development for proposal submissions, as well as in the drafting of budget narratives and other cost application documents.
- Compiles the operations section of the quarterly Board of Director’s report.
- Provides data-entry and other support for online report submissions.
- Proofreads, edits, and formats sections of proposals and reports.
- Prints, compiles, copies and binds proposals, reports and other documents as needed.
- Assists in tracking and researching budgeting issues.
Policy and Compliance
- Supports the implementation of grant compliance systems and policies (e.g., donor reporting, award and contract management).
- Assists in drafting contracts, award modifications, and requests to donors.
- Assists with quarterly financial review of restricted awards to ensure they are financially sound and within approved donor budgets.
- Supports country and project start-up and close out.
- Maintains growing knowledge of US Government regulations and works with Operations Unit and Finance Department counterparts to interpret and apply them.
Research and Development
- Assists in developing training materials and organizing trainings on internal/external rules and regulations for field staff.
- Researches and drafts Operations Newsletters on donor rules and regulations.
- Assists in the development, revision and dissemination of operational manuals, policies and trainings to field office staff and counterparts.
- Compiles and disseminates information on selected topics.
- Attends relevant events to keep the Operations Unit current on best practices and innovations in program management and operations.
Administrative and Logistical Support
- Serves as the unit’s point person for procurement and assists with field office procurement requests.
- Complies and tracks country data, including country registrations and country profile information.
- Manages donor website accounts, membership accounts, and related administration.
- Performs simple data analysis and reporting using Excel spreadsheets.
- Enters key agreement data into PCI’s award management system in Salesforce and assists in the optimization of the system’s reporting functions.
- Participates in Operations Unit meetings and develops and distributes the agenda, minutes, action items, and follows up as necessary.
- Supervises Operations interns, managing schedules and assignments and helping with prioritization and providing support.
- Ensures organized filing of key grant documents related to each grant. Administrates and organizes the Operations Unit and Country folders on PCI’s intranet.
- Provides travel and expense report support for the Operations Unit.
Position Parameters/Special Responsibilities Required:
- May require overtime during peak periods.
- May require local and international travel.
- Participate in PCI’s innovation efforts and in teams on innovation initiatives.
- Bachelor’s degree.
- 2-3 years’ professional experience with 1 year in similar position.
- Written and spoken fluency in English and Spanish proficiency required.
- Strong communication skills including writing, verbal and interpersonal relations and cross-cultural communication experience required.
- Detail-oriented with excellent organizational skills, including ability to prioritize and manage multiple tasks.
- Strong research skills.
- Ability to take initiative, solve problems, anticipate actions, and to use creative means to complete tasks.
- A passion for the mission and values of PCI.
- Ability to work as an integral part of a team, taking guidance and input from a variety of staff.
- Computer skills including word processing (Microsoft Word), spreadsheets (Excel), email (Outlook, OneDrive), presentations (PowerPoint), Skype and Zoom.
- Familiarity with federal regulations on the administration of grants and cooperative agreements a plus.
- Familiarity with Salesforce and SharePoint a plus.
About the Organization
PCI’s mission is to empower people to enhance health, end hunger and overcome hardship.
The most vulnerable people in the world will have the power to lift themselves out of poverty and to create vital, healthy lives for their families and communities now and for the future.
In 1961, a young doctor from San Diego volunteering at a Tijuana clinic saved the lives of two small children who were dying of pneumonia. This experience led Dr. James Turpin to found PCI and forever change the lives of millions of children and families around the world by providing health and hope to those most in need. Since then, the focus of the organization has remained true to its founder: PCI works in vulnerable communities to improve health and create long-term change by helping people help themselves. For 50 years, thousands of dedicated individuals and groups have worked to make this vision a reality.