Division Coordinator, Communications & Publications

Organization

Founded in 1968, the Guttmacher Institute is a global leader in advancing sexual and reproductive health and rights. Through a unique and interrelated program of high-quality research, evidence-based advocacy and strategic communications, the Institute works to generate new ideas, encourage enlightened public debate, and promote sound policy and program development; its overarching goal is to ensure the highest standard of sexual and reproductive health and rights for all people worldwide. The Institute is engaged in building a more inclusive, transparent and equitable organization.

Position summary

The Division Coordinator, Communications & Publications serves as a key member of the Communications & Publications (C&P) division’s Operations Team, providing support for operations and project management functions within the division. This role involves coordination across communications, digital, editing, design, translation and production projects, as well as support for budgeting, professional development, and team functions. The Division Coordinator, Communications & Publications reports to the Senior C&P Program Manager and works closely with divisional directors and managers to improve inter- and intradivisional processes, and to ensure that products move through the C&P pipeline efficiently.

Responsibilities and/or duties:

Support division-level administrative operations

• Submit and track expenses for the division, in partnership with Operations team and C&P assistants
• Plan and facilitate divisional touchpoints, including monthly and quarterly team meetings, retreats and events.
• Serve as notetaker in project planning and coordination meetings, as needed
• Assist in onboarding new staff to Institutional and C&P-specific systems and processes
• Assist in providing ongoing training and support to C&P staff on best practices for managing projects in Asana
• Assist with the development of guidelines and documentation on the use of Institute tools such as Asana, Teams and SharePoint
• Respond to and track permissions requests for Guttmacher materials
• Assist with the development and management of budgets that include C&P activities and staff time/expenses, and manage design and translation contracts and payment tracking and invoices for C&P-related expenses
• Assist with identification and facilitation of staff development opportunities
• Assist with intra- and interdivisional internal communications efforts

Support division project management

• Provide project management support for inter- and intra-divisional projects and initiatives.
• Provide management support to graphic design & digital processes by ensuring smooth routing of assignments and tracking of deadlines and managing relationships with external support consultants as needed.
• Manage processes for translation and review of non-English materials
• Oversee the process for editing, updating and posting staff bios to the website.
• Assist with intranet updates

Qualifications and skills

This role is ideal for a collaborative and self-motivated individual who is passionate about project management and tool optimization.

• 2–4 years of relevant experience with project and process management, system optimization, publishing, and/or budget management.
• Highly developed communications and organizational skills
• Excellent attention to detail
• Ability to work both independently and collaboratively
• Forward-thinking and proactive approach to work
• Proficiency in Microsoft Word, Outlook, Drupal, Asana, Salesforce, or other CMS and project management tools
• Cultural competence and sensitivity toward diversity; commitment to contributing to inclusivity in the workplace
• Familiarity with the following programs a plus: Microsoft 365 collaborative tools, Adobe Suite (specifically Illustrator and InDesign), Canva, and Sprout Social
• Strong Interest in sexual and reproductive health and support of the Institute's mission.
• Fluency in French or Spanish a plus