Program Associate

The Program Associate provides centralized support to Orbis’s Flying Eye Hospital team throughout the program life cycle and contributes to the development of the program plan and strategy for the Flying Eye Hospital.

JOB SUMMARY

The Program Associate provides centralized support to Orbis’s Flying Eye Hospital team throughout the program life cycle and contributes to the development of the program plan and strategy for the Flying Eye Hospital. Through timely and efficient communications and information management, s/he acts as the main liaison between the Flying Eye Hospital staff and Orbis departments and offices worldwide. S/He proactively provides the programmatic, operational, administrative, and logistical support required to ensure alignment and progression of Flying Eye Hospital program objectives and internal-Orbis communication, while supporting the smooth planning and implementation of all Flying Eye Hospital Programs. The Program Associate will travel 30% of the time.

REPORTING & WORKING RELATIONSHIPS

The Program Associate reports to Flying Eye Hospital Program Manager on all programmatic activities and day-to-day practical and administrative matters. S/He works closely with the Flying Eye Hospital Director, Finance Manager, PR & Communications Manager and the Operations/Logistics team, as well as the NY-based Faculty Relations and Clinical Services team members. S/He liaises frequently with global Flying Eye Hospital staff members and Orbis colleagues in the Aircraft Operations, Finance, HR, and other departments. S/He also acts as a key liaison with partner organizations, host hospitals, government officials, and other essential parties.

ESSENTIAL JOB FUNCTIONS / KEY AREAS OF RESPONSIBILITY

 PROGRAM SUPPORT:

  • Participate in Flying Eye Hospital Planning visits and related logistics, preparation and coordination.
  • Contribute to program planning and reporting, as well as project monitoring and evaluation by checking and compiling demographics and training data for FEH activities;
  • Substantively enhance and edit FEH Planning and Program Reports, ensuring quality of writing, and distribute to relevant colleagues throughout Orbis
  • Organize Flying Eye Hospital scheduling meetings and other various Flying Eye Hospital/NY office/Country office meetings throughout the month; Record meeting minutes and distribute as appropriate and ensure action items receive attention;
  • Manage medical credentialing for Flying Eye Hospital team and liaise with lead Staff Ophthalmologist/ relevant Country Office staff member to ensure materials are turned in to the country Ministry of Health;
  • Collect and distribute essential data and past programmatic reports in preparation of planning visits and other field activities;
  • Research and distribute country background information for visitors to all Flying Eye Hospital Programs, including to Orbis staff as necessitated;
  • Maintain up-to-date technical and content knowledge of Flying Eye Hospital programs and projects as well as relevant activities/initiatives from other cost centers.
  • Support the Flying Eye Hospital Director and Program Manager as needed, on a per-project basis.
  • Act as main point of contact for the Flying Eye Hospital Programs by facilitating seamless and accurate flow of information and communications across multiple time zones both within the Flying Eye Hospital Team as well as between the Team and other Orbis staff, global offices, and departments, including: Finance, Human Resources, and Aircraft Operations.
  • Distribute programmatic updates, reports and schedules to key internal and external stakeholders in a timely manner; updating and maintaining these documents as needed.
  • Act as the main contact and facilitate communication with partner organizations, host hospitals, government officials, and other essential third parties.
  • Proactively maintain, improve, synchronize, and expand the Flying Eye Hospital data and information management systems with guidance from the Flying Eye Hospital Program Manager and other Flying Eye Hospital staff. This includes ensuring the Flying Eye Hospital intranet and internet pages are up-to-date with critical program, clinical, and operations documents;
  • Track and maintain all letters of invitation and other key documents needed during the program planning process. With the Program Manager, guide team members in next steps on program logistics.
  • Provide daily administrative support to Flying Eye Hospital staff, including but not limited to: creating visual aids for presentations, drafting and typing letters and memos, filing, making appointments, photocopying, faxing, scanning, preparing and sending mailings and express packages, coordinating conference calls, and maintaining contact lists; maintain all Flying Eye Hospital medical files and records in the NY office;
  • Collaborate with the Flying Eye Hospital supervisors and the HR department with the processing of Flying Eye Hospital new hires and provide orientation and briefings to NY staff members, volunteers, and non-volunteer faculty visitors to Flying Eye Hospital Programs
  • Implement the organization’s administrative, financial, and HR procedures and policies by providing guidance to team members accordingly;
  • Participate in special projects and perform related tasks as assigned.

 COMMUNICATION AND INFORMATION MANAGEMENT:

  • Act as main point of contact for the Flying Eye Hospital Programs by facilitating seamless and accurate flow of information and communications across multiple time zones both within the Flying Eye Hospital Team as well as between the Team and other Orbis staff, global offices, and departments, including: Finance, Human Resources, and Aircraft Operations.
  • Distribute programmatic updates, reports and schedules to key internal and external stakeholders in a timely manner; updating and maintaining these documents as needed.
  • Act as the main contact and facilitate communication with partner organizations, host hospitals, government officials, and other essential third parties.
  • Proactively maintain, improve, synchronize, and expand the Flying Eye Hospital data and information management systems with guidance from the Flying Eye Hospital Program Manager and other Flying Eye Hospital staff. This includes ensuring the Flying Eye Hospital intranet and internet pages are up-to-date with critical program, clinical, and operations documents;
  • Track and maintain all letters of invitation and other key documents needed during the program planning process. With the Program Manager, guide team members in next steps on program logistics.

 ADMINISTRATION, OPERATIONS AND FINANCE:

  • Provide daily administrative support to Flying Eye Hospital staff, including but not limited to: creating visual aids for presentations, drafting and typing letters and memos, filing, making appointments, photocopying, faxing, scanning, preparing and sending mailings and express packages, coordinating conference calls, and maintaining contact lists; maintain all Flying Eye Hospital medical files and records in the NY office;
  • Collaborate with the Flying Eye Hospital supervisors and the HR department with the processing of Flying Eye Hospital new hires and provide orientation and briefings to NY staff members, volunteers, and non-volunteer faculty visitors to Flying Eye Hospital Programs
  • Implement the organization’s administrative, financial, and HR procedures and policies by providing guidance to team members accordingly;
  • Participate in special projects and perform related tasks as assigned.

QUALIFICATIONS & EXPERIENCE

  • Bachelors or equivalent degree in public health, international relations/development, or similar
  • Minimum 3 years of professional experience with program support responsibilities
  • Some knowledge of – and interest in –  the program cycle in a global health context
  • Fluency in English - Proficiency in one or more additional languages is helpful
  • Highly functional knowledge of Microsoft Word, including advanced formatting features
  • Excellent knowledge of Microsoft Excel and Access, and willingness to learn Visual Basic
  • Creative problem-solving skills with rigorous organizational and information management skills, and a highly developed understanding of spreadsheet, electronic library, and database systems

 SKILLS & ABILITIES

The successful candidate will be:

  • Highly diplomatic with sophisticated and culturally adaptive phone and email etiquette
  • Detail-oriented with strong editing skills, including the ability to proof-read professional documents for spelling and grammar, and prepare and review of programmatic reports
  • Able to take initiative, be resourceful, prioritize with minimal supervision, understand the broader impact of administrative issues, and work independently while functioning as a central part of a field-based and highly dispersed team
  • Willing to maintain a flexible work schedule to provide the most effective and efficient support for a global team
  • Capable of multi-tasking, including sustaining long-term projects while responding in real time to urgent or pressing requests for support;
  • Ability to travel to developing countries up to 30% of the time.

                                           To learn more about Orbis, go to http://www.orbis.org

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                                                   Orbis is an Equal Opportunity Employer.

As a global organization, we welcome qualified applicants from diverse backgrounds and cultures who reflect the five Orbis values of Trust, Caring, Commitment, Accountability, and Excellence.