Business Operations Coordinator, Public Health Informatics Institute (PHII) - The Task Force for Global Health

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The Task Force for Global Health is an Emory University affiliate located in Decatur, GA. Its seventeen programs focus on building durable public health systems that serve all people. The Task Force consists of programs and focus areas that cover a range of global health issues including neglected tropical diseases, infectious diseases, vaccines, field epidemiology, public health informatics, health workforce development, and global health ethics. All our programs have an end goal in sight of eliminating diseases and protecting the health of populations. The Task Force received the 2016 Conrad N. Hilton Humanitarian Prize–the world's largest award of its kind–in recognition of its extraordinary contributions to alleviating human suffering.

The Public Health Informatics Institute (PHII) is a program of the Task Force for Global Health, a 501(c) 3 non-profit organization. Our staff is comprised of professionals in the areas of public health, healthcare, information systems, and communications—all well-versed in the current and emerging issues facing public health. PHII is known for its expertise as a neutral convener of public health professionals and their stakeholders, transforming health practitioners’ ability to apply information effectively in order to improve health outcomes worldwide. Since 1992, PHII has assisted public health organizations in defining and leveraging the power of information systems to meet public health needs. For more information, visit our website at www.phii.org.

JOB DESCRIPTION:

• The Business Operations Coordinator provides administrative, and systems management support to the Public Health Informatics Institute (PHII).
• Provides administrative and logistical support for projects, initiatives, and programs within an NGO environment.
• Handles preparations, scheduling, logistics, and other various requirements for domestic and international staff travel.
• Processes financial documents including contracts, expense reports, invoices, etc.
• Coordinates meetings and special events.
• Works with and maintains data management and filing for the program.
• Coordinates logistical arrangements for related conferences, conventions or meetings.
• May manage a project independently.
• Performs other related duties as required. T
• his role serves as the primary "Super User" for organizational platforms and ensures PHII remains compliant with federal grant reporting and contractual requirements.

KEY RESPONSIBILITIES:

• Designs, implements, and coordinates operational facets of a specific program.
• Develops strategic plans and objectives that ensure the program's continued success, and develops evaluation methods to assess outcomes.
• Conducts program research and ensures that the preparation of mandatory operational, statistical, and financial reports are accurate and factual, and that all reports comply with federal and state regulations and/or institutional policies.
• Designs training programs and materials, conducts training sessions, and represents the program at various conferences, meetings, or seminars.
• May plan, administer, or monitor the program's budget and/or grants, and conduct financial forecasting for the program.
• May develop fundraising programs, including researching and identifying funding sources, and writing and submitting grant proposals.
• Serves as a liaison to and interacts with other groups and organizations participating in the program or seeking knowledge of the program; may write and present speeches.
• Maintains complete and accurate program records.
• May serve on or chair various University committees.
• May supervise program staff, interns, and/or volunteers.
• Performs related responsibilities as required.

Grant Reporting & Proposal Support:

• Assists the Deputy Director in creating federal grant applications in grants.gov and supports the federal funding continuation process
• Compiles all necessary supplemental documents for grant applications, proposals, and new project submissions.
• Enters performance reporting for PHII grants/contracts and reports on programmatic indicators for internal tracking and donor reports.
• Provides administrative support to the grant proposal development process and assists the Sr. Deputy Director in submitting proposals for new business development.

Admionistrative Support: 

Provides administrative support to the PHII Sr. Deputy Director including, but not limited to:

• maintaining PHII shared resources in Smartsheet, to include PHII staff directory, contractor directories, program subscriptions and licenses, project codes, etc.
• assists PHII’s Leadership with the event planning culture committee
• procurement of staff gifts as part of staff engagement, sympathy, and recognition
• maintains PHII files and book collection including our Library
• reviewing recorded meeting minutes and developing summary reports;
• handling administrative and invoice processing in support of the program;
• ordering supplies, books, and office equipment for staff
• organizing monthly staff meetings
• ordering and coordinating food delivery for business meetings
• maintaining licenses for PHII shared online tools and accounts
• Manage PHII’s contracting workflow through TFGH’s Contract Management System and DocuSign, ensuring all agreements move from initial review through final approval
• Once contracts are approved, create Purchase Orders and close them out upon contract termination

Logistical Support:

• Coordinate logistical support for PHII Leadership team attending domestic and international meetings, conferences and events, including, but not limited to:
• travel and lodging arrangements for program staff, meeting participants, consultants and other customers;
• group conference registration
• assists with travel authorization, travel expense and credit card expense reports and associated reimbursements
• works with venues on catering arrangements and configuring meeting spaces;
• pre- and post-meeting communications to staff and meeting participants;
• updating meeting-specific work plans and timelines as needed
• Manages a meeting or event budget

Meeting Support:

• Coordinates scheduling of events and calendars across PHII
• Coordinates the planning, implementation of PHII-wide activities and events including evaluating the events
• Assists Sr. Deputy Director with meetings (including workgroup meetings); works with team on all meeting logistics planning and coordination, budgeting, travel coordination and close out as needed.
• Assists Sr. Deputy Director with hotel and meeting site event coordinators including creation of, approval of, monitoring of, and closeout of all contracts.
• Identifies and resolves contract discrepancies as needed.
• Also includes coordinating all aspects of meeting services such as ground transportation, dinners, and special requests

Other Responsibilities:

• Participates fully as a member of the Task Force for Global Health by contributing, assisting and participating in projects, activities, and initiatives as requested by management

MINIMUM QUALIFICATIONS:

• A bachelor's degree in a field related to specified program areas and five years related program management experience, or an equivalent combination of experience, education, and training.

PREFERRED QUALIFICATIONS:

• Self-Starter: A professional who takes immediate ownership of tasks and navigates organizational processes with minimal supervision.
• Fast Learner: The ability to quickly master enterprise platforms (e.g., Cobblestone, Financial Edge, Concur).
• Detail-Oriented: Demonstrated ability to play close attention to detail in all aspects of work.
• Problem Solver: A resourceful mindset that anticipates operational gaps and identifies practical solutions.
• Process-Oriented: Able to follow established business processes to ensure efficient completion of work. .
• Effective Communicator: Strong verbal and written communication skills.
• Meeting Coordination/Logistics Experience: Prior experience in meeting logistics coordination.
• Tech-Forward: Proficiency with modern productivity software and an interest in leveraging AI to enhance productivity

NOTE: This role will be granted the opportunity to work from home regularly but must be able to commute to Emory University/The Task Force for Global Health on a flexible weekly schedule based upon business needs.  Schedule is based on agreed upon guidelines of department. This role requires residency in the state of GA. Emory/The Task Force for Global Health reserves the right to change remote work status with notice to employee.

Emory is an equal opportunity employer, and qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability, protected veteran status or other characteristics protected by state or federal law. Emory University does not discriminate in admissions, educational programs, or employment, including recruitment, hiring, promotions, transfers, discipline, terminations, wage and salary administration, benefits, and training. Students, faculty, and staff are assured of participation in university programs and in the use of facilities without such discrimination. Emory University complies with Section 503 of the Rehabilitation Act of 1973, the Vietnam Era Veteran's Readjustment Assistance Act, and applicable executive orders, federal and state regulations regarding nondiscrimination, equal opportunity, and affirmative action (for protected veterans and individuals with disabilities). Inquiries regarding this policy should be directed to the Emory University Department of Equity and Civil Rights Compliance, 201 Dowman Drive, Administration Building, Atlanta, GA 30322. Telephone: 404-727-9867 (V) | 404-712-2049 (TDD).

Emory University is committed to ensuring equal access and providing reasonable accommodations to qualified individuals with disabilities upon request. To request this document in an alternate format or to seek a reasonable accommodation, please contact the Department of Accessibility Services at accessibility@emory.edu or call 404-727-9877 (Voice) | 404-712-2049 (TDD). We kindly ask that requests be made at least seven business days in advance to allow adequate time for coordination.