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Program Operations Coordinator, WomenLift Health

Company: Stanford Medicine
Location: Hamilton
Posted on: January 16, 2022

Job Description:

Stanford University is seeking a Program Operations Coordinator (Administrative Associate 3) to work under the direction of the WomenLift Health Program Operations Lead to contribute to implementation and administration of operational functions to achieve the objectives of WomenLift Health. This position will work very closely with both the Program Content Lead and the Executive Director as well.

This recruitment is for 1 full-time (100% FTE) position.


WomenLift Health is housed in the Stanford Center for Innovation in Global Health, in the School of Medicine. Supported by a grant from the Bill & Melinda Gates Foundation, WomenLift Health's mission is a world where diverse, accomplished leaders collectively transform global health outcomes. WomenLift Health will achieve this through elevating and unleashing talented mid-career women to advance as global health leaders. WomenLift Health has an ambitious strategy to build scalable platforms to deliver interventions supporting women's leadership in health. Its goal is to reach and empower thousands of diverse women spanning countries, sectors and disciplines and to catalyze not only individual behavior change, but also influence change in the organizations and society in which they live and work.

The strategy for transformative change includes:

  • Empower, train and cultivate the next generation of mid-career women leaders in health;
  • Accelerate and learn from gender-friendly organizational change with a portfolio of institutional partners;
  • Support global, regional and local convenings of women and men to share challenges and opportunities;
  • Support global, regional and national champions committed to advancing women's leadership;
  • Amplify stories and evidence as well as provide access to e-learning through a scaled digital platform.
    The Program Coordinator will work closely with the Program Operations Lead, Program Content Lead, Executive Director and other members of the small and nimble WomenLift Health team to contribute to designing, building and implementing the systems and processes to efficiently track and support the operations of the WomenLift Health program.

    Duties include:
    • Assist Program Operations Lead and Content Lead with by assisting with grant reporting, RFPs, contracts, sub-awards, consulting agreements, budgets, etc.
    • With Program Operations Lead and Executive Director, support the WomenLift Health Global Advisory Board and other key stakeholders including Stanford, international partners, and Bill and Melinda Gates Foundation (BMGF), including: scheduling GAB calls and in person meetings, overseeing logistics, managing meetings within budget, etc.
    • Working with the Content Lead, contribute to establishing and managing processes and systems to support the WomenLift Health training of mid-career women leaders in global health in the U.S. The WomenLift Health training (Leadership Journey) will be initially for 1 or 2 cohorts per year each with 24 women for a total period of 12 months. The Program Operations Coordinator will:
      • Support the Content Lead with the call for applications, review of applications, and registration of 24 selected women selected for the program.
      • Support virtual meetings between members of the cohort.
      • Coordinate the logistics and event planning for 2 in-person trainings during the 12-month training period - an initial 1-week leadership immersion (May) and a closing 3-4 day "leadership launch" (December). These in-person trainings will typically be held at Stanford but may be held in other U.S. locations such as Seattle.
      • Develop and manage systems to track each members' leadership projects.
      • Help to design, build and manage mentor, peer and alumni networks for the U.S cohorts.
      • Support WomenLift Health Executive Director and Leads as they implement core program activities including engaging, communicating with and supporting internal and external partners involved in key activities. The external partners include implementing partners (sub-awardees and contractors), donors, members of the Global Advisory Board and other stakeholders in the global health community.
      • With Content Lead and Operations Lead, support designing and maintaining processes to review and refine both the policies and the implementation of the leadership training program. This includes application and selection processes for the women fellows in the U.S. cohort (24 per year), processes for tracking and supporting individual fellows across the 12-month leadership journey, processes to track, assess and disseminate the applied leadership projects of each fellow and the processes to engage, match and support virtual meeting between mentors and individual fellows.
      • Assist WomenLift Health communications personnel with development of US cohort training materials by contributing to development of presentations, flyers, brochures, etc.
      • Schedule, plan and execute WomenLift Health "Leadership Journey" events, WomenLift Health team meetings with core implementing partners and donors and organizing multi-partner workshops and discussions.
      • Support the Program Operations Lead in reviewing and updating the WomenLift Health implementation plan and dashboard, monitoring implementation of activities and tracking budget expenditures. Prepare reports such as monthly updates on expenditures against budgets. With the Program Operations Lead, develop and update processes and systems for effectively monitoring program implementation.
      • With Program Content Lead, contribute to program monitoring by tracking leadership fellows participating in the US cohort throughout the different stages of the 12-month defined training program (Leadership Journey) including application, virtual activities, first in-person training week, applied leadership project, defined touchpoints with mentors and peers and the final in-person training and closing session.
      • Assist the Executive Director and Program Operations Lead in preparing donor grants and reports.
      • With Operations Lead, contribute to developing the $2-4 million per year budget and approving and monitoring expenditures for WomenLift Health activities against the budget.
      • Assist with developing expenditure reports for funder.
      • Independently support the implementation of operational tasks working with Stanford administrative teams including: processing contracts, managing budgets and tracking progress against deliverables.
      • Independently support the team in procuring equipment such as laptops and printers and other office supplies.
      • Working with the Executive Director and Leads, assist in developing grant proposals including developing budgets and narratives on grant deliverables and managing the grant administration including building and managing processes to track grant deliverables and expenditures against grant budgets.
        * - Other duties may also be assigned
        • Bachelor's degree in a related field and 2 or more years of related experience in activities including training implementation, project management, scheduling, tracking, and budgeting.
        • Background in global health, gender equity, and leadership development.
        • Knowledge of Stanford's operational systems and processes.
          • High school diploma and four years of administrative experience, or combination of education and relevant experience.
            • Advanced computer skills and demonstrated experience with office software and email applications.
            • Demonstrated success in following through and completing projects.
            • Excellent organizational skills and attention to detail.
            • Strong verbal and written communication skills.
            • Excellent customer service and interpersonal skills.
            • Ability to prioritize, multi-task, and assign work to others.
            • Ability to take initiative and ownership of projects.
            • Ability to routinely and independently exercise sound judgment in making decisions.
              • Constantly perform desk-based computer tasks.
              • Frequently sitting.
              • Occasionally stand/walk, reach/work above shoulders, grasp lightly/fine manipulation, grasp forcefully, use a telephone, sort/file paperwork or parts, lift/carry/push/pull objects that weigh up to 10 pounds.
              • Rarely twist/bend/stoop/squat, kneel/crawl.* - Consistent with its obligations under the law, the University will provide reasonable accommodation to any employee with a disability who requires accommodation to perform the essential functions of his or her job.

                WORK STANDARDS:
                • Interpersonal Skills: Demonstrates the ability to work well with Stanford colleagues and clients and with external organizations.
                • Promote Culture of Safety: Demonstrates commitment to personal responsibility and value for safety; communicates safety concerns; uses and promotes safe behaviors based on training and lessons learned.
                • Subject to and expected to comply with all applicable University policies and procedures, including but not limited to the personnel policies and other policies found in the University\'s Administrative Guide, http://adminguide.stanford.edu. Additional Information
                  • Schedule: Full-time
                  • Job Code: 4103
                  • Employee Status: Regular
                  • Pay Grade: F
                  • Requisition ID: 85531 As an organization that receives federal funding, Stanford University has a COVID-19 vaccination requirement that will apply to all university employees, including those working remotely in the United States and applicable subcontractors. To learn more about COVID policies and guidelines for Stanford University Staff, please visit https://cardinalatwork.stanford.edu/working-stanford/covid-19/interim-policies/covid-19-surveillance-testing-policy

Keywords: Stanford Medicine, Hamilton , Program Operations Coordinator, WomenLift Health, Healthcare , Hamilton, Ohio

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