Program Coordinator Full-Time

Description

The Program Coordinator is responsible for the planning, execution, wrap up and support of Operation Smile medical programs globally, to include surgical missions, surgical rotations, education and training programs, pre-post operative programs, and special projects. In close collaboration and coordination with Medical Oversight, Quality Assurance, Volunteer Resources, Logistics and Material Management, Education and Training, and various other departments and global stakeholders, Program Coordinators ensure that all logistical components of an assigned Operation Smile medical program are arranged and executed in alignment with Operation Smile’s Global Standards of Care and programmatic goals.

Essential Functions

General Operations and Support

• Abide by all established program planning processes and procedures as outlined within established planning guides.
• Follow prudent business practices by working within an established budget and making fiscally responsible decisions. This includes preparation and completion of financial reports in a timely, accurate manner that is congruent with established protocols.
• Complete all reports, including various programmatic/partner/donor reports, data reconciliation, filing, and debriefs for each assigned programs and activities.
• Act as volunteer manager and coordinator for in-country volunteers; when required, facilitate credentialing of volunteers, volunteer engagement, and program/mission placement.
• Liaise with and cultivate a positive, ongoing relationship with hospital partners, Ministry of Health, Government bodies, various vendors, media, and other key partners and supporters to maintain a positive outlook for Operation Smile in country and globally.
• Lead, organize or support various task forces, projects, team retreats, or conferences as needed.

Program Planning

• Support and at times conduct hospital fact finds and program site assessments to ensure all spaces, equipment, and other necessary components for a future medical program are aligned with Operation Smile’s established standards.
• Ensure that necessary equipment, instruments and consumables are available and of a high quality and integrity for use on medical programs.
• Lead, support and monitor patient recruitment and management efforts in country.
• Collaborate with the HQ Education team for education resources, guidance and expertise.
• Build volunteer medical teams in line with Operation Smile’s credentialing and medical standards, in coordination and collaboration with HQ Program Coordinators, volunteer services, medical advisors, and other key stakeholders.
• Coordinate volunteer logistics pertaining to travel and medical practice in a foreign country: air travel booking, visa acquisition, temporary medical licensure, hotel booking, ground transportation, meals, and other key aspects as required.
• Ensure ongoing, timely, professional, and customer-focused communication with volunteer medical teams through various tools and established processes.
• Ensure ongoing communication between the HQ programs team, Medical Oversight, and Quality Assurance through official and unofficial calls, email communication, and other established methods.
• Identify any areas of concern or risk and escalate to the appropriate to supervisor and HQ senior leadership team.

Program Implementation

• Lead teams of medical and non-medical volunteers during Operation Smile programs through ongoing, day to day organization, coordination, and communication.
• Monitor all logistical needs (medical and non-medical) and key areas of the program environment to ensure that all necessary  components are and remain adequately available.
• Champion Operation Smile’s Global Standards of Care by monitoring activities while on the ground and ensuring all activities are in accordance with said standards; ensure ongoing communication with medical leadership throughout and escalate medical issues as needed; facilitate any necessary documentation or reporting.
• Ensure all education and training components of a program are implemented appropriately, including didactic lectures, skills  training, and documentation.
• Cultivate and maintain a positive experience for all volunteers, partners, hospital staff and other key stakeholders by deploying a high level of professionalism and customer service.
• Confirm that the volunteer team and staff adhere to Operation Smile’s established code of conduct; address or escalate any issues with the appropriate individuals.
• Provide daily updates to key country and global stakeholders.

Surgical Missions

• Assist Operation Smile staff with patient needs prior to, during and post-mission, including patient supplies, patient meals, patient transport, and patient accommodation.
• Identify patients from the database to participate in a mission.
• Support and arrange patient transportation to the mission.
• Arrange patient supplies for distribution on arrival.
• Assure food & water is handed out to patients and guardians in a timely manner.
• Create a strong relationship with patients and guardians and assess if their needs are being met; if not, collaborate with other Operation Smile staff and mission Team Leaders to address these issues.
• Organize patient information sessions on what will happen the next day (screening process, selection and announcement, surgery days).
• Communicate between the hospital and the shelter about patient needs and transporting patients in a timely manner as needed for screening and surgery.
• Manage volunteers helping at the shelter (translators, cooks, cleaners, volunteer medical professionals, NGO partners providing workshops, etc).
• Create patient return lists after patient announcement; ensure all patients have transportation home.

Other Duties

• Support with the development of country-specific initiatives, such as nutrition programs, follow up care, extended post-op, AHA trainings, and others.
• Create a database of patient referrals and follow up regularly with local surgeons or partner organizations.
• Support World Care Patients with additional diagnostic information, passport and visa procurement, etc., as opportunities arise.
• Support with communication to Ministry of Health and other officials as necessary.
• Support with management of the Representative Office as necessary.

Requirements

 Experience Required (education/work):

• Bachelor’s degree in Business, Non-profit Management, Public Health, Medical degree or a related field.
• Non-profit Management, Public Health, or a related field.
• Project management.
• Customer Service.
• Work experience in an international NGO or non-profit context preferred.

Characteristics/Skills Required:

• Mozambican citizen, resident in Maputo city
• Highly organized and self-motivated, committed, and passionate
• Self-directed, strategic think and proactive
• Highly capable verbal and written communicator
• Team player and collaborator with strong interpersonal skills
• A self-starter willing to learn and take on complex challenges in high pressure situations.
• Able to work in a global team-based environment that includes board members, medical professionals and volunteers·
• Able to accept newly assigned projects or duties as they become necessary·
• Flexible and adaptable with ability to travel domestically very frequently·
• Excellent oral and written Portuguese and English communication skills required