Programs Administrator
Summary:  Provides high-level project and administrative support for the International Programs Department, and coordinates with the VP of International Programs in fulfilling organizational duties and tasks.
Description:  

Essential Duties and Responsibilities (Include But Not Limited To)

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily.

Implementing, maintaining and improving the following processes within the Programs department:

Business Management processes to support:

  • Coordinate, create and prepare presentations for reporting purposes, which include programs performance metrics and other data
  • Work independently and within a team on special non-recurring and ongoing projects
  • Act as project manager for special projects, which may include planning and coordinating multiple presentations and disseminating information

    Administrative processes to support:

  • Prepare meeting minutes and deliver to attendees where directed by Programs management
  • Draft general correspondences, memos, charts, tables, graphs, etc. Proofread for spelling, grammar and layout, making appropriate changes as needed
  • Coordinate departmental activities, including community, departmental, and interdepartmental meetings
  • Handle confidential and non-routine information and, when necessary, explain policies and draft new ones where none exist. Maintain confidentiality at all times
  • Coordinate operational tasks for the office such as equipment maintenance, ordering supplies, mail, and shipping
  • Coordinate semi-monthly time entry for the department 
  • Coordinate travel, accommodation, paperwork, insurance, visas, etc. for the Programs team worldwide.

    Document Management processes to support:

  • Standardized and consistent documentation within intranet system
  • Ensure that programmatic documentation, including checklists, policies, procedures, and projects are updated and relevant

    In addition:

  • Field support for country engagement, pre-ship, and post-ship team members.
  • Provide exceptional customer service to all internal stakeholders and external partners, applying Mercy Ships core values as the cornerstone of all actions and communication
  • Answer questions from calls transferred by operator.
  • Act as a team player using principles from Crucial Conversations to ensure strong and open working relationships
  • Other duties as assigned

Qualifications (Knowledge, Skills, Abilities, and Requirements)

The requirements listed below are representative of the knowledge, skill, and/or ability required:

  • Able to represent VP International Programs effectively; position requires significant discretion and independent judgement
  • Able to contribute to community life, requiring stable and healthy interpersonal skills
  • Able to provide exceptional customer service and take the initiative to respond, resolve and follow up
  • Highly self-motivated and self-directed, with strong analytical and organizational skills
  • Able to adjust quickly in response to organizational, strategic or priority changes and shifting customer needs
  • Able to work in a team-oriented, collaborative environment
  • Able to organize his/her work and with good time management skills
  • Be process oriented, have an attention to detail and a strong analytical problem solving ability
  • Ability to define problems, collect data, establish facts and to effectively present information and respond to questions from groups, managers and staff
  • Highly competent in management of multiple projects; ability to remain on task while other activities are taking place
  • Ability to communicate effectively with customers (internal and external)
  • Ability to evaluate practices to determine potential for improvement
  • Advanced working knowledge of Microsoft Office applications and an aptitude for learning new applications
  • Supportive of Mercy Ships mission and vision, and committed to its core values
  • Adhere to Mercy Ships Code of Conduct

    Education and Experience

    The requirements listed below are representative of the education and / or experience required.

  • Bachelor's Degree in related field, or the equivalent combination of education and experience
  • At least 3 years proven experience within a high-level management support function, preferably in a business corporate environment
  • Functional business experience and working knowledge of business practices and business systems, processes and procedures
  • Successful completion of Mercy Ships Entry Training will be required within the first year