IHME has an outstanding opportunity for a Program Coordinator to support the Director of IHME in a fast-paced, demanding environment focused on research, training, and evaluation. The Program Coordinator reports directly to the Executive Assistant of IHME’s Director. The Program Coordinator supports the Executive Assistant in facilitating the smooth operation of the Director’s Office through timely and efficient management and coordination of key processes including: hotel, travel and restaurant booking, managing key documents and resources relevant to the Director’s travel, reimbursement processing, bill payment, issuing purchase orders for food, supplies and equipment, managing technology support for the Director’s devices and teleconference and video conference needs, and performing other administrative duties for the Director as needed. Duties and responsibilities are performed utilizing discretion, independent judgment, with high attention to detail, and understanding of Institutional policies and operating procedures.
How the Program Coordinator Has an Impact:
The person in this role will represent IHME and the Director’s office in their interactions with individuals internally and externally. They will work with individuals in external organizations that IHME has a relationship with as well as external vendors such as travel agents to find the best itinerary for the Director and any others included in the Director’s activities, thinking creatively to solve problems as they arise and making the best decision with limited information. As such, discretion, independent judgement, poise, proactiveness, attention to detail and a positive manner will be critical to the Program Coordinator’s success in this role.
Travel Scheduling and Planning
- Book travel and accommodations for the Director’s complex and unique international travel needs.
- Understand the Director’s expectations in order to ensure seamless travel experiences that support his involvement in external engagements to further the Institute’s mission.
- Quickly resolve travel problems while the Director is away (including occasionally outside of normal business hours and over weekends as a backup to the Executive Assistant).
- Maintain organization systems that communicate seamlessly with the Executive Assistant to facilitate handing off work
- Ensure the timely completion of routine paperwork that requires the Director’s signature including for proposal submissions and Department of Health Metrics Sciences paperwork.
- Maintain travel documents including Global Entry, passports, and obtain travel visas.
Developing IHME Program Knowledge
- Develop an understanding of the key concepts and objectives that relate to the Director’s activities to assist with prioritizing and acting as a knowledgeable representative of IHME.
- Assist with preparing materials, presentations, and briefings as needed
- Confidently and successfully communicate with senior staff and decision-makers internally and externally with tact, diplomacy, and efficiency.
- Act as a backup for the Executive Assistant as needed.
Director’s Office Support
- Seamlessly manage all operations related to select meetings, events, and trainings while staying within budget.
- Facilitate the maintenance and troubleshooting of technological devices and software, especially in preparation for meetings or presentations, for setting up PowerPoint to project in conference rooms and via Zoom with participants in multiple locations. This doesn’t require special technology knowledge, but involves close interactions with the IHME Technology Team and timely issue management while the Director is on travel.
- File reimbursements for the Director’s travel expenses. This requires an understanding of his meetings in order to provide documentation for processing.
- Pay relevant bills including reconciliation of the Director’s Procurement Card which is used for Business Meals and other regularly occurring expenses. This requires an understanding of his meetings in order to provide documentation for processing.
- Purchase supplies for the Director’s Office and order meals as necessary for meetings.
- Perform other duties for the Director such as daily lunch preparation and personal travel arrangements as needed.
- High school graduation or equivalent AND two years of experience in the program specialty OR equivalent education/experience.
- Experience with complex travel arrangements and scheduling/meeting coordination.
- Excellent interpersonal skills, written and oral communication skills
- Proficient on a PC and comfortable learning new software and utilizing project management tools like Asana, Trello, Jira (Asana preferred)
- Experience working with Microsoft Office applications and highly proficient in MS Outlook
- Ability to handle sensitive situations with tact and confidentiality.
- Ability to function in a rapidly changing office environment while remaining steady, reliable, and attentive to emerging priorities
- Experience setting priorities and meeting deadlines while balancing the needs of providing support for an individual in a fast-paced, demanding and high-volume work environment
- Attention to detail
- Strong organizational skills
- Basic event planning.
- Interest in Global Health.
- Experience establishing organizational systems to improve efficiency in office and meeting coordination.
Conditions of Employment:
- Evening and weekend work is occasionally required as a backup to the Executive Assistant, particularly during times when the Director is traveling and in different time zones. This position is overtime eligible.