Senior Administrator, Program Operations (S3)

Staff whose work requires or potentially could require any in-person interaction with Save the Children colleagues, partners, or beneficiaries must be fully vaccinated against COVID-19 unless otherwise required by law. Save the Children complies with federal, state, and local laws with regard to accommodations related to this policy.

Summary

The Sr. Administrator, Program Operations, plays a central support role within Save the Children’s Department of Global Health (DGH) in the International Programs (IP) division. You will provide a significant amount of administrative support to the Head of Global Health and the departmental Senior Leadership Team (SLT) as well as coordination support for cross-cutting teams, including HIV-TB, Knowledge Management, Behavior Change and Community Health, and others. In this role, you will work in close collaboration with the Senior Managing Director, Program Development & Management, and Program Administrators across the department to ensure the overall department runs efficiently and effectively. As a central point of contact for multiple staff within the department and liaising other parts of the agency, you will prioritize activities to deliver on multiple tasks with calmness, professionalism, and efficiency.

What You’ll Be Doing (Essential Duties)

DGH Executive Support (30%)

• Provide daily administrative support and calendar management assistance to the Head of Global Health, including:
  • Assisting with scheduling meetings
  • Drafting and editing presentations and documents
  • Coordinating and finalizing meeting agendas
  • Compiling and disseminating information
  • Taking notes
  • Following up on action items
  • Providing technology support
• Support regular meetings of the DGH SLT and Global Health Business Team (BT) by gathering agenda items and taking notes.
• Support domestic and international travel including visa processing, flight arrangements, pre-departure document preparations, travel expense reporting, and posting trip reports on Save the Children’s intranet sites.
• Support coordination of conferences and country program visits.
• Ensure departmental files, reports, documents, and mailing lists are regularly updated, disseminated, and shared.
• Ensure department fluidity when DGH Leadership is out of office by communicating out of office and signatory coverage plans.
• Process various requests for DGH leadership approval.

Department Management and Operations Support (35%)

• Serve as the DGH point of contact to answer general questions around agency operations, including travel, human resources, and finance.
• Troubleshoot desk, phone, computer, technology, and other operational issues, seeking support from IP, IT, and Building Operations teams as needed.
• Work with DGH Team Leads to regularly update staff emergency phone tree and staff business continuity information.
• Coordinate monthly DGH All Staff meetings, compiling agenda items and ensuring technology support and note taking.
• Work in close collaboration with Sr. Administrators/Associates across the department providing peer mentorship, organizing team meetings, and helping to fill coverage gaps.
• Work with relevant staff to update department operations guidance documents.
• Support DGH’s recruitment efforts by scheduling interviews and sharing announcements with staff.
• Manage the hiring of interns and fellows for the department.
• Serve as the timesheet coordinator for DGH, following up on late timesheets and answering questions about financial coding as needed.
• Support DGH’s new employee onboarding program, including coordination of key orientation meetings, training new staff on Save the Children systems and processes, and ensuring all hiring managers announce/introduce new hires.
• Maintain DGH staff birthday list (month and date only) and send monthly emails to staff with happy birthday messages on behalf of the department.
• Support the department’s off-boarding process ensuring that departing staff return agency equipment, such as laptop, key fob, etc.
• Organize departmental events, including retreats, USAID or other external speaker series, innovation events, celebrations, holidays, etc.
• Coordinate procurement of departmental supplies, credit card purchases and processing of invoices; maintain staff Travel Expense Reimbursement files as required.
• Coordinate with International Programs Field Liaison Unit for DGH’s participation in Save the Children International Engagement Week activities, including circulating participant list, setting up meetings with country office visitors, and supporting with orientation and programmatic presentations as needed.

Support for HIV/AIDS, Knowledge Management, Behavior Change & Community Health Teams, or Other DGH Teams (35%)

• Assist the Senior Advisor of Knowledge Management (KM) and DGH teams with quarterly and annual reports.
• Work with KM staff, including Sr. Administrators/Associates, to support the department’s KM and documentation efforts.
• Coordinate input from teams to respond to agency requests for programmatic information, and as needed, draft or edit responses.
• Maintain specific DGH intranet pages and post relevant documents, including quarterly reports, SLT/BT meeting notes, etc.
• Regularly update DGH’s email distribution lists, organizational charts, and staff bios to reflect staffing changes.
• Regularly update the DGH Country Backstop List for sharing with IP and upload relevant DGH updates to the IP Consultant Library list.
• Ensure that staff trip reports are uploaded timely to the IP Trip Report Library.
• Provide administrative and program coordination support to assigned DGH teams, including visa and travel support, technology support, document editing, meeting logistics support, preparing consultancy agreements, invoice processing, etc.
• Work with Proposal Development teams to provide support for proposal development efforts, including managing meeting logistics for proposal workshops, taking notes, assembling key documents, etc.

Required Qualifications

• Minimum of a High School Diploma or equivalent, plus at least 2 years of relevant experience or education.
• Exhibit strong desire to learn and grow, and demonstrate willingness to teach others.
• Experience in knowledge management, documentation, and IT systems.
• Demonstrated organizational, time management, and communication skills.
• Proven attention to detail, focus on delivering results, and ability to prioritize tasks and support various team members simultaneously.
• Ability to work as a team player and to develop and maintain relationships with key groups (internal and external) to the department.
• Solutions oriented, collaborative, and respectful working styles with colleagues from diverse backgrounds and work settings.
• Professional proficiency in MS Office suite.
• Professional proficiency in spoken and written English.
• Demonstrated ability to communicate and collaborate effectively with individuals and teams at all levels, both internally and externally.
• Demonstrated commitment to fostering and maintaining and environment of diversity, inclusion, and belonging.

Preferred Qualifications

• International relief/development experience is a plus.
• Experience using content management and collaboration systems (e.g., Teams, Facebook/Workplace, PowerBI, etc.).
• Experience working with or within low-income countries.
• A second spoken language, e.g. French, Spanish, or Arabic.

Compensation

Save the Children is offering the following salary ranges for this position, dependent on candidate location:

• Geo 1 – NY Metro, DC, and other locations with labor costs significantly above national average: Target Salary for this position is $55,250 – $61,750 base salary
• Geo 2 – Locations around the US National Labor Cost Average: Target Salary for this position is $50,150 – $56,050 base salary
• Geo 3 – Locations significantly below the US National Labor Cost Average: Target Salary for this position is $45,050 – $50,350 base salary

Actual base salary may vary based upon, but not limited to, relevant experience, base salary of internal peers, business sector, and geographic location.

Why you should join the Save the Children Team…

Save the Children US offers outstanding benefits that include health, dental, vision and life insurances, short-term and long-term disability coverage, an Employee Assistance Program, 403(b), generous vacation, personal sick leave, family leave, parental/adoption leave, commuter benefits, dress for your day, and much more.

Click here to learn more about how Save the Children US will invest in YOU!

About Save the Children

No matter your role when you join Save the Children, each and every day you will challenge yourself to devote your skills, talent and expertise to changing the world for kids. It’s an ambitious goal, and a meaningful one no matter how you see yourself professionally: an accountant, a writer, a data analyst, a teacher, a driver, a designer, or any one of the hundreds of dozens of roles we’re looking to fill every day.

You see, Save the Children believes every child deserves a future. In the United States and around the world, we give children a healthy start in life, the opportunity to learn and protection from harm. We do whatever it takes for children – every day and in times of crisis – transforming their lives and the future we share.

Our work for children and their families requires that we commit—at every opportunity—to work together to identify and dismantle persistent systemic and structural racism, inequality, and any other forms of discrimination in this country and beyond. As an anti-racist organization, Save the Children will not tolerate discrimination in any form—in our employment practices, amongst our staff, in our leadership or toward the people we serve. We stand in solidarity with all people to fight for equal rights, justice, inclusion, and belonging.

We provide equal employment opportunities (EEO) to all employees and qualified applicants for employment without regard to race, color, religion, gender, gender identity or expression, ancestry, sexual orientation, national origin, age, handicap, disability, marital status, or status as a veteran. Save the Children complies with all applicable laws.

Save the Children is committed to conducting its programs and operations in a manner that is safe for the children it serves and helping protect the children with whom we are in contact. All Save the Children representatives are explicitly prohibited from engaging in any activity that may result in any kind of child abuse. In addition, it is Save the Children’s policy to create and proactively maintain an environment that aims to prevent and deter any actions and omissions, whether deliberate or inadvertent, that place children at the risk of any kind of child abuse. All our representatives are expected to conduct themselves in a manner consistent with this commitment and obligation.

Save the Children is committed to minimizing safety and security risks for our valued employees, ensuring all are given training, support and information to reduce their risk exposure while maximizing the impact of our programs for children and families. Our shared duty, both agency and individual, is to seek and maintain safe working conditions for all.