ADMINISTRATIVE COORDINATOR _ HQ

Job Title: ADMINISTRATIVE COORDINATOR

Job location: HQ – Remote

Report to: HR & Admin Manager

Job Code: HQ004

ABOUT MEDGLOBAL

MedGlobal is a global humanitarian non-profit organization providing medical and health education services to people in need, including refugees and displaced persons, in disaster and underserved regions. The organization is composed of medical and public health professionals of diverse backgrounds.

Please explain the purpose and/or role in full detail.

CODE OF CONDUCT

MedGlobal Code of Conduct reflects the profession’s core set of beliefs and values of care, respect, trust, and integrity. These beliefs and values are fundamental to MedGlobal employees, volunteers, interns, consultants, officers’ coordinators, and directors to guide their practice and conduct.

The Code is organized into categories, as follows:

1. Always act with fairness, honesty, integrity, and openness; respect the opinions of others and treat all with equality and dignity without regard to gender, race, color, creed, ancestry, place of origin, political beliefs, religion, marital status, disability, age, or sexual orientation.
2. Provide a positive and valued experience for those receiving service within and outside MedGlobal.

CHILD PROTECTION POLICY

Child abuse in all forms is unacceptable to MedGlobal, which recognizes its responsibility to protect children from harm in all areas of its work.

MedGlobal is committed to ensuring a child-safe environment and is applying a zero-tolerance approach towards any kind of child abuse and exploitation.

DISCRIMINATION, ABUSE AND HARASSMENT POLICY

MedGlobal provides equal employment opportunities to all employees and applicants for employment and expressly prohibits and will not tolerate any form of discrimination, abuse, harassment (sexual or otherwise), based upon race, ethnicity, religion, national origin, gender, age, marital status, citizenship status, disability, or military status. MedGlobal employees and related personnel must under no circumstances take part in any form of discrimination, harassment, or abuse (physical, sexual or verbal), intimidation or exploitation, or in any other way infringe the rights of others inside or outside the organization.

JOB SUMMARY

The Administrative Coordinator plays a pivotal role in ensuring the efficient and organized operation of MEDGLOBAL HQ office and Board. This dynamic position involves managing a variety of administrative tasks and supporting key functions across the organization. The Administrative Coordinator should possess exceptional organizational skills, strong attention to detail, and the ability to work collaboratively in a fast-paced environment.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Board of Directors Meetings

• Work with ED, Board of Directors, Committees, and Advisory Boards on essential administrative tasks relating to Board of Directors needs.
• Work with ED, President, and committee chairs to set agenda for meetings.
• Manage, organize, and maintain all meeting minutes, agendas, and documents, attend and record meeting minutes. *Important* that if there is a rare scheduling conflict, the Administrative Coordinator will have the meeting recorded, and make and send minutes the next morning.

Administration And Operations

• Assist President calendar by coordinating and assisting with scheduling his meetings, conferences, teleconferences; attend President’s MG meetings between the hours of 9am EST- 2pm EST M-F. (if the president’s daily MG meetings fall outside those hours, the Administrative Coordinator will listen to the recording and send minutes in the next 1-2 business days based on competing priorities/capacity- Will always make the President and management ‘Host’ so they can record the meetings). In the event upper management is present for President’s meetings, and Administrative Coordinator presence is redundant, they will pivot to other task priorities and review and update the daily meetings tracker with minutes. All upper management will now also be hosts of meetings. (After conferring with upper management, Administrative Coordinator will not attend upper management 1-on-1’s with president or upper management weekly check-ins with President. Also will not attend Employee Evaluations, due to inappropriateness and conflict of interest, but will make sure the minutes are logged in the daily tracker.)
• Work closely in communication with ED and upper management to provide timely communication (on daily minutes tracker) to upper management and President.
• Communicate regularly with upper management about action item follow-ups.
• Forward memos, emails, presentations and reports when requested.
• Manage organization’s G-Suite (Calendars, emails, security, Google Drive), 1Password, Phone, Security systems, Docusign, Slack, Zoom, etc and provide training on these systems when needed.
• Ensure that MedGlobal Google Drive system is secure and properly followed by the employees.
• Support HQ and departments in host countries as needed when they contact asking for urgent help with anything related to Google Workspace and other software we use(these requests are usually time sensitive and also take time to fix).
• Reply to Voicemail and [email protected] and coordinate with all departments with tasks relating to outside engagement needing assistance or project coordination (can be time-consuming depending on the ask, need, donor, or issue).

REQUIRED EXPERIENCE AND SKILLS

• 1-3 years of experience supporting executives and/or Boards of Directors.
• Strong skills working with a variety of systems and technologies, including but not limited to G Suite, Slack, Zoom, DocuSign, and 1Password.
• Exceptionally skilled at juggling multiple tasks and projects simultaneously, allocating and optimizing resources, and managing timelines and tasks from start to finish, and keeping everyone appropriately informed.
• Detail oriented and ability to keep everyone appropriately informed about projects and tasks, demonstrating a sense of urgency, and excellent follow-up.
• Ability to effectively and appropriately manage and interact with high-level professionals, boards, committees, volunteers, and executive staff.
• Collaborative work style and ability to work across departments.
• Excellent verbal and written communication skills and ability to effectively communicate and coordinate at every level.
• Ability to work independently, quickly, problem solve, anticipate challenges, and handle data with confidentiality.
• Working within normal business hours except for scheduled Board Meetings (and if there is a rare personal conflict, record meetings, edit minutes and send them the next morning).