Job Description:

Well-being & Equity (WE) in the World is seeking an exceptionally organized, detail oriented and enthusiastic Administrative Project Coordinator.  Reporting to the Executive Lead and Project Manager, the Administrative Project Coordinator is responsible for a variety of high-level administrative and operational functions. The Administrative Project Coordinator will serve as a point of contact for internal and external constituencies on matters pertaining to project coordination, communication, and project operations. This position serves as a key liaison to the Project Team and organizes and coordinates project outreach and external relations as well as assists with special projects.

The Administrative Project Coordinator will be expected to understand the context of assignments and be flexible and adaptable to changing roles and priorities.  This position will support multiple workstreams, including WE in the World, Well-being In the Nation Network, and other initiatives underneath this umbrella.

About Well-being & Equity (WE) in the World

WE in the World is made up of a diverse team of change agents who are passionate about igniting transformation for well-being and equity in the world. We bring decades of experience and trusted relationships working with hundreds of organizations and communities around the world. We believe that expertise and the potential to create change lies among those with lived experience, not just with academics and high-ranking professionals. Our team aims to boost localized, community-led change and assist leading organizations by developing frameworks and tools, building strategic networks, and scaling solutions that improve well-being and equity over generations. We’ve helped projects all around the world, ranging from transforming systems to better support people with mental health and addictions in Delaware to prison reform in Guyana, from youth empowerment in the Gambia to generational poverty in Texas.  We recently served as a lead author for the Springboard for Equitable Recovery and Resilience for the Centers for Disease Control and FEMA.

Core expectations we have for all team members at WE in the World to live into:

• A willingness to lean into our touchstones for collaboration


• A willingness to advance along a racial justice and equity journey


• Acting as a servant leader and accompanier, prioritizing the needs of the organizations and communities we serve and where they are as we walk with them on their journey


• Teamwork, generosity, and a willingness to support the good of the whole, not just of their projects


• Humility and a willingness to learn and grow, to acknowledge mistakes and blind spots, and to change

Responsibilities include:

• Managing complex calendars, planning, scheduling, and organizing meetings


• Preparing materials for meetings including agendas and briefings by compiling relevant information and data


• Providing timely follow-up as needed, including tracking items and ensuring their completion


• Making travel arrangements including scheduling and booking


• Composing and distributing meeting minutes


• Coordinating/planning events/meetings


• Processing invoices and expense reports


• Maintaining and organizing files and materials for various projects and committees


• Providing a bridge for smooth communication between the project team – both internally and external stakeholders; demonstrating leadership to maintain credibility, trust, and support with all staff


• Working closely and effectively with the Project Manager, and Project Team, to keep them well informed of upcoming commitments and responsibilities, following up appropriately.


• Serving as the administrative team member to the WE in the World Team coordinating logistics, project coordination, as well as ensuring all necessary forms, information, and materials are up to date.


• Ability to work flexible hours based on project and travel needs.


• Scheduling meetings, coordination of speaking engagements and contracts, and travel, with a wide range of internal and external audiences.


• Supporting reimbursement, invoicing, and budget management.


• Scheduling and coordination of internal and external meetings, including building and managing agendas and notes.


• Support with budgetary reporting to WE in the World Leadership, including escalation and problem solving to meet current and future objectives.


• Helping to build relationships crucial to the success of the organization and working on a variety of special projects; acting with professionalism as an ambassador for the work


• Prioritizing conflicting needs; handling matters expeditiously, proactively, and following through on projects to successful completion, often with deadline pressures

Qualifications and Requirements:

• An undergraduate degree, or equivalent, is required.


• 5+ years of full-time work experience required; full-time directly relevant administrative support experience required.


• Strong computer/technical skills; demonstrated proficiency in Excel and Outlook and use of Google Office Suite.


• Project Management skills, certificate, a plus

The Ideal candidate will possess:

• Exceptional organizational skills with strong attention to detail


• Ability to respond to a high volume of phone and email inquiries, while maintaining excellent customer service, 100% accuracy, and prompt response time


• Strong communication and interpersonal skills; ability to deal effectively with all levels of the organization as well as external client contacts


• Excellent writing, spelling, grammar, and proofreading skills; Ability to write concisely, to express thoughts clearly, and to develop ideas in logical sequence.


• Ability to be flexible and adaptable in a fast-paced environment


• Demonstrated ability to handle multiple tasks simultaneously, prioritize accordingly, juggle changing deadlines, and understand the nuances associated with supporting an Executive Office and project team


• Ability to work well under pressure and exhibit excellent judgement, tolerance of ambiguity


• Ability to effectively maintain confidential information


• Self-managing; ability to work well independently with minimal oversight and as part of a team


• The ability to work effectively with teams, share information and work collaboratively to solve problems and make decisions; to work independently from a remote environment


• Able to maneuver through complex political situations to achieve desired outcomes.


• Able to actively support, communicate and teach the culture and values of WE in the World.
  

PHYSICAL DEMANDS

Stand                                       Frequently

Walk                                       Frequently

Sit                                            Frequently

Handling / Fingering   Occasionally

Reach Outward                      Occasionally

Reach Above Shoulder           Occasionally

Climb, Crawl, Kneel, Bend     Occasionally

Lift / Carry                              Occasionally - Up to 50 lbs

Push/Pull                                  Occasionally - Up to 50 lbs

See                                          Constantly

Taste/ Smell                            Not Applicable

Not Applicable        Not required for essential functions

Occasionally            (0 - 2 hrs/day)

Frequently               (2 - 5 hrs/day)

Constantly               (5+ hrs/day)

 

WORK ENVIRONMENT

Virtual home based remote setting, General Office Setting

Heluna Health is an Affirmative Action, Equal Opportunity Employer that encourages minorities, women, veterans, and disabled to apply.

Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities

The contractor will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor’s legal duty to furnish information. 41 CFR 60-1.35(c)

See job description

Salary: $21.00

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