Program Assistant, Mexico

hace 2 semanas

Xico, México Smile Train A tiempo completo

**Position Overview**The Program Assistant for Mexico provides much needed program support to the country and performs administrative tasks such as data entry, reporting, purchasing, logistics, and event planning tasks for the team to aid the region in meeting regional and organizational objectives and goals.This position also serves as a point of contact and steward for our programs in Mexico.**Key Responsibilities & Duties**- Perform secretarial duties such as recording minutes for meetings, printing/organizing materials, updating core organizational resources, translating documents, generating reports, etc.- Deliver logístical support for events, training workshops, visitor programs, etc. which may include itinerary creation/management, travel bookings, meal reservations, and liaising with appropriate stakeholders.- Perform cost comparisons, send out requests for proposals, place orders, and manage vendors.- Support in the organization's content collection endeavors by:- liaising with photographers;- collecting content (photos, videos, stories, etc.) from activities;- labeling photos;- and uploading content into asset management systems.- Perform patient audits to ensure accurate information is on file and work with supervisor to follow-up on any concerns.- Perform Program Manager duties for Mexico as needed/requested such as:- Analyze and understand each partner hospital's profile in order to execute strategic plans, business processes, and necessary control mechanisms for the continuous monitoring of progress towards financial, programmatic, and medical (i.e. safety & quality) objectives for the country/region.- Maintain consistent communication and good working relationships with existing partner hospitals, visit hospitals and conduct site visits as requested/needed, and work together to ensure the success of current and future programs.- Receive, review, and analyze all grant requests from local stakeholders, carry out 'due diligence' to either reject or approve those that fall within the agreed financial authority and plans, sharing with supervisor or headquarters when additional approvals are required.- Act as a local representative, point of contact, and spokesperson for Smile Train and serve as the 'eyes and ears' for the organization in the region.Speak up when and where necessary about the organization's aims, values and practices, keep track of cleft-related issues and developments and share this feedback internally and with partners, and attend events as requested/needed.- Proactively respond and work with supervisor and Smile Train regional and global teams to keep communication channels open, projects integrated, and the organization moving together.- Provide additional support to regional team members as needed/requested by supervisor and/or Regional Director.**Qualifications & Skills**- 3+ years of related work experience including administrative, event planning, or project management duties.Bachelor's Degree in related field preferred.- Fluent English and Spanish (written and oral).- Well versed in Microsoft Office suite and Asana and can comfortably and quickly learn how to use new databases or business intelligence software.Experience with Salesforce a plus.- Strong communication and interpersonal skills with ability to successfully handle issues with diplomacy, tact, and empathy.- Excellent organization and time management skills and ability to prioritize requests efficiently and effectively.- Detail-oriented and demonstrates innovative problem-solving skills.

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