What are the responsibilities and job description for the Program Coordinator position at OPERATION SMILE, Inc.?

We are looking for a Program Coordinator, who will be responsible for managing the planning, organization and logistical execution of surgical programs, both short-term and ongoing programs at hospitals partners. This position also ensures that all operational topics, from patient and volunteer transportation to medical supply management will be carried out efficiently.

Please read the information in this job post thoroughly to understand exactly what is expected of potential candidates.

Main functions :

The Program Coordinator is responsible for the following :

Strategic Planning of Surgical Programs :

Work with the Program Manager to plan short-term and ongoing surgical programs at hospital partners ensuring that necessary resources are available.
Develop detailed action plans for each program establishing specific timelines, task assignments, and resource forecasting.
Anticipate potential contingencies and create alternative plans to ensure that any eventuality is addressed quickly and effectively.

Logistics Coordination :

Coordinate the patients, volunteers, and medical staff transport to and from the hospitals where surgical programs are taking place. Ensure that accommodation and food needs are covered throughout the event.

Manage the acquisition, transportation, and storage of medical supplies and materials necessary for surgical programs success, ensuring that everything is available and organized before the beginning of each program.

Collaborate closely with hospital partners to ensure the availability of their facilities, manage the necessary permissions, and ensure that everything is ready for the operation of programs.

Implement safety and well-being measures for patients and staff during surgical programs, ensuring the respect of all organizational regulations and quality standards.

Team Management :

Work closely with the Volunteer Coordinator and medical staff to ensure that volunteers are prepared and assigned to their tasks during surgical programs.

Maintain fluid communication with medical teams, covering their needs in terms of logistics, supplies and technical assistance during the program's operations.

Ensure that all staff involved in surgical programs, including volunteers, are informed of their roles and responsibilities to ensure work cohesion and efficiency.

Budget and Financial Resources Monitoring :

Develop and manage the surgical programs budget, ensuring that each logistical component complies with established financial limits.

Monitor and control the financial resources allocated to the programs, adjusting spending based on needs and reporting any deviations or savings.

Ensure transparency in the financial resources administration, generating accurate and complete financial reports for stakeholders.

Operational Supervision in Hospitals :

Conduct supervision visits to hospitals where surgical programs are held, ensuring that the logistical plans implementation is carried out as planned.

Resolve operational issues that may arise in real time, ensuring that activities continue without interruption and that patients receive the necessary care efficiently.

Provide ongoing support to the local team at hospitals to address any logistical challenges, ensuring efficient execution and within established timelines.

Evaluation :

Follow up and evaluate KPI for each surgical program, including logistical effectiveness, patient satisfaction, and compliance with financial objectives.

Prepare detailed evaluation reports at the end of each surgical program, identifying achievements, areas for improvement, and lessons learned to improve future programs.

Propose and lead continuous improvement initiatives in the planning and execution of surgical programs, constantly seeking to increase efficiency and reduce costs without compromising the service quality.

Requirements :

Experience Required :

Bachelor's degree in Public Health, Social Sciences, Administration, International Relations or a related field.

Advanced level of Spanish and English (we will have an evaluation).

More than 2 years of experience in international programs / projects.

Work experience in an international NGO.

Experience in the medical field is a plus.

Certification or courses in project management.

Job Skills :

Ability to work after hours, sometimes answering calls or emails early in the morning, late at night, or on weekends.

Ability to organize, manage time, and prioritize requests efficiently and effectively.

Approachable personality with ability to handle stress and communicate needs appropriately.

Ability to handle issues with diplomacy, tact, and cultural sensitivity.

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