Administrative Coordinator (global health nonprofit)

Health Volunteers Overseas (HVO), a global health nonprofit located in downtown DC, is hiring a full-time Administrative Coordinator. The Administrative Coordinator will provide fundraising, administrative, and programmatic support to HVO staff and volunteers. This is a hybrid position, with 3-4 days a week working in the office.

HVO is dedicated to improving the availability and quality of health care in resource-scarce countries through the training and education of local health professionals. Highly skilled professionals serve as volunteers providing both on-the-ground and virtual training. Post-covid, HVO is re-opening many of its international project sites to in-person volunteers. In addition, HVO continues to offer a broad portfolio of virtual training opportunities. Please visit http://www.hvousa.org for more information.

Summary of Responsibilities:

The Administrative Coordinator has a broad portfolio of responsibilities related to development/fundraising efforts as well as general administrative support of HVO staff and volunteers. This position interfaces with donors and volunteers regularly and will work closely with the Manager of Project Operations and the Development Director.

Development Support

• Support donor-related data entry, maintenance, and reporting
• Coordinate and execute fundraising mailings, including print and electronic appeals
• Assist with donor and prospect research
• Support HVO’s Development Director with annual campaigns, general fundraising, and administrative support as needed

Administrative Support

• Serve as first point of contact for prospective volunteers by processing incoming applications; answer incoming phone calls and emails; handle general correspondence
• Gather and enter information, and/or update the HVO database as appropriate
• Manage scanning and electronic filing of documents and attachments
• Assist in preparation of committee and board meeting materials as needed
• Process incoming and outgoing mail
• Send information and thank-you letters as appropriate to potential, new, and renewing members/donors/volunteers
• Assist Executive Director on projects as needed

Volunteer Support

• Manage processing for visas and medical council registrations for volunteers and families going to select countries
• Provide guidance and support to volunteers as they navigate multiple requirements for documentation
• Ensure that materials, instructions, and timelines are up-to-date, accurate, and communicated to volunteers and staff in a timely manner
• Ensure that application requirements and deadlines are met, including following up on missing or incomplete documentation; this requires substantial advance planning
• Serve as liaison between HVO volunteers and contacts at overseas institutions regarding documentation process
• Coordinate with fellowship recipients on travel and housing arrangements, distribution of stipend, paperwork as needed at the site

Qualifications and Experience:

• A minimum of 3-5 years of relevant, professional work experience required. Prior nonprofit experience preferred; development, administrative, or operations experience a plus.
• Excellent written and interpersonal communication skills that are effective with a diverse range of audiences. Writing must be characterized by clarity of message, easy to understand and follow, and designed for maximum responsiveness.
• High proficiency with CRM database usage; ability to enter, track, and retrieve information, monitor for accuracy, run reports. Salesforce experience a plus.
• Solid working knowledge of Microsoft Word, Excel, Outlook, SharePoint; an overall aptitude with office technology and software, including scanning and uploading to file-sharing platforms such as Dropbox.
• The ability to learn the “ins and outs” of complicated processes and to explain process/timing to others to facilitate compliance with requirements.

The ideal candidate will be:

• Flexible, resourceful, and efficient.
• Focused on making things work, with the curiosity and drive to solve problems creatively.
• Highly organized and detail-driven with strong time management skills; diligent about follow-up.
• Able to handle multiple projects/deadlines simultaneously, to work with minimal supervision, and to work effectively as part of a team.

A positive attitude and a sense of humor are highly valued at HVO.

This position is available immediately. The salary range is $50,000 - $55,000, depending on qualifications and experience. This is hybrid position, with 3-4 days/week in-office. HVO offers an excellent working environment, a healthy work/life balance, and a comprehensive and generous employee benefits package. HVO is an Employer of National Service.