Administrative Coordinator Apply
POSITION SPECIFICATION
POSITION TITLE: Administrative Coordinator
REPORTS TO: Vayu Global Health Innovations, Director of Operations
ORGANIZATION BACKGROUND
Vayu Global Health develops and scales highly impactful innovative health solutions for global access. Vayus innovations aim to improve the quality, affordability, and accessibility of health care around the world. The Vayu team is a pioneer in disruptive innovations and actively engages with health leaders in over 25 countries. Our team consists of global health experts, engineers, and medical professionals, all committed to the cause of innovating for global impact.
At Vayu, we aim to create a sustainable enterprise for innovative solutions in global health that provides access and equity, working in close collaboration with in-country partners. Our initial focus is on addressing respiratory distress in newborns and infants with the Vayu bubble CPAP (bCPAP) and the Oxygen Blender Systems.
GLOBAL FOOTPRINT
Vayu Global Health headquarters is based in Massachusetts, USA and focuses on health impact in lower- and middle-income countries (LMICs). Our programs for infant health and survival are active in Africa, South America, and Asia. We believe the need for affordable and innovative solutions exists in all regions of the world, including LMICs and high-income countries.
THE OPPORTUNITY
We seek an Administrative Coordinator who is highly efficient, organized, exceptionally detail-oriented, an excellent communicator (both in written and verbal communication), possesses strong cross-cultural competencies, and has a desire to contribute to advancing our mission. The Administrative Coordinator position is an important support role key to Vayus functioning. The Administrative Coordinator will contribute to Vayus daily operations by providing administrative, financial, programmatic, and operational support across Vayus portfolio.
RESPONSIBILITIES
The primary responsibilities of the Administrative Coordinator include, but are not limited to the following:
ADMINISTRATIVE
- Schedule and prepare for meetings and events (coordinate scheduling, assist with meeting agendas, arrange venue and hospitality, arrange call-in options for off-site participants, record/circulate meeting minutes, etc.)
- Contribute to creating, updating and ensuring compliance with Vayu policies and procedures (administrative, financial, procurement, and HR), coordinating with Vayu staff as required
- Arrange domestic and international travel for staff and partners, including air and ground transportation, accommodations, and visas
- Organize/maintain Vayus electronic and paper filing systems, ensuring they are up-to-date, orderly, and comprehensive
- Provide general administrative support (order office supplies, printing, scanning, maintain database of Vayu contacts, etc.)
- Prepare marketing materials as required
- Maintain and update Vayus website
- Develop marketing materials (flyer, brochures, banners, promotional items, etc.)
- Assist in the preparation of posters/slides for conferences/annual meetings
FINANCIAL
- Organize the communication and follow-up of customers during the Vayu invoicing process.
- Maintain invoice recordkeeping.
- Support contracting and procurement processes
- Develop, update, and reconcile financial reports and projections for management review
- Budget monitoring and reporting as needed (may include compiling information/data and preparing/editing reports)
- Set up and develop contracts, purchase orders, and ensure proper invoicing by vendors and consultants.
- Review purchase requests and ensure compliance with procurement policy and processes
PROGRAMMATIC
- Assist program staff with developing training/programmatic materials
- Maintain information databases (ex: sales, stakeholder engagement, M&D indicators) and prepare progress reports as requested (including to donors)
- Coordinate with program staff to organize and maintain all program records
OPERATIONAL
- Maintain HR files
- Develop and update company policies and templates (procurement, financial, HR, etc.)
- Develop Excel spreadsheets and PowerPoint presentations as requested
POSITION REQUIREMENTS:
- BA degree in business, finance, administration, sales, marketing or other relevant field
- Minimum 2-3 years of related experience; 3+ desirable
- Experience with administrative work required
KNOWLEDGE & SKILLS:
- Business, sales, and/or marketing experience desirable
- Experience with human resources, international travel logistics, and/or event planning desirable
- Previous experience or interest in global health a plus
- High level of competency with Microsoft Office, Word, Excel, PowerPoint, and Outlook
- Strong interpersonal and customer service skills
- Exceptional organizational and time management skills
- Strong verbal and written communication skills essential
- Meticulous attention to detail
- Ability to take initiative, working both independently and as part of a multidisciplinary team
- Demonstrated ability to work cross-culturally with people from diverse backgrounds
- Demonstrated problem-solving ability
- Flexibility and demonstrated ability to perform multiple tasks concurrently and efficiently; proven ability to prioritize effectively and handle deadline pressures
- Experience with graphic design a plus
- English fluency is essential; ability to speak other languages (particularly Spanish and/or French) a plus
This is a full-time (40 hours per week), in-person position in Boston. To apply, please send your resume and cover letter to recruiting@vayughi.com.
Job Type: Full-time
Pay: $55,000.00 - $58,000.00 per year
Benefits:
- Paid time off
- Retirement plan
Schedule:
- 8 hour shift
- Monday to Friday
Ability to Commute:
- Medford, MA 02155 (Required)
Work Location: In person
