Req #: 242116

Department: SCHOOL OF PUBLIC POLICY & GOVERNANCE

Appointing Department Web Address: https://evans.uw.edu/about/mission-values/

Job Location Detail: Hybrid Working Environment

Posting Date: 12/26/2024

Closing Info: Closes On 01/15/2025

Salary: $5,667 - $6,250 per month

Shift: First Shift

Notes: As a UW employee, you will enjoy generous benefits and work/life programs. For a complete description of our benefits for this position, please visit our website, click here. (https://hr.uw.edu/benefits/wp-content/uploads/sites/3/2018/02/benefits-professional-staff-librarians-academic-staff-20230701_a11y.pdf)

As a UW employee, you have a unique opportunity to change lives on our campuses, in our state and around the world. UW employees offer their boundless energy, creative problem-solving skills, and dedication to build stronger minds and a healthier world.

UW faculty and staff also enjoy outstanding benefits, professional growth opportunities and unique resources in an environment noted for diversity, intellectual excitement, artistic pursuits, and natural beauty.

Established in 2017, the UW Daniel J. Evans School of Public Policy & Governance’s International Program in Public Health Leadership (IPPHL) is a non-degree, non-credit initiative that trains mid-career global public health professionals in policy analysis and leadership skills to enhance population health efforts. Each year, IPPHL hosts around 35 fellows from across Africa for both online and in-person academic experiences, alongside a growing array of alumni and partner engagement activities. IPPHL fellows are influential public health leaders addressing a diverse range of health and systems policy issues. The program has nearly 200 alumni from 33 countries across the African continent and will be welcoming its 8th cohort in 2025.

The UW Daniel J. Evans School of Public Policy & Governance’s International Program in Public Health Leadership (IPPHL) has an outstanding opportunity for a Project Coordinator to join their team.

Reporting to and working closely with the Project Manager, the Project Coordinator will support operational implementation of program cohort processes and logistics. This includes the program’s admissions and intake process, J-1 visa process, international travel logistics, event logistics, vendor research and contracting, fellow data management, and onsite program support. This role serves as a point person for fellows through their travel and visa process and all travel activities. In addition to communication with fellows, this role will collaborate with other members of the IPPHL team and engage with several Evans School and UW operational teams, including International Scholars Operations, Fiscal, IT, Procurement, and Travel. This role is grant funded with funding secured until December 2026 with the possibility of extension.

The Project Coordinator will be responsible for providing complex support to IPPHL fellows for their J-1 visas and program travel, which requires a high level of customer service, critical problem-solving, and sound judgement and decision-making. The Project Coordinator will work closely with fellows on securing timely visa appointments, including for fellows who do not have US consulate access in their home countries, and weighing options available to the fellow to determine and recommend the next best steps. The Project Coordinator will also work closely with fellows and the travel agency on selecting the best available international flights, at times working with complex international routes and options that are less than ideal, keeping in mind other intricacies of international travel such as layover time and transit visa requirements, while staying within the IPPHL budget. The Project Coordinator will also be a key thought-partner in improving and developing operational processes and procedures for our cohort operations.

DUTIES AND RESPONSIBILITIES

The International Program in Public Health Leadership is seeking a Project Coordinator who will work closely with the IPPHL Project Manager and IPPHL team to contribute to the success of the program by supporting the following operational tasks and projects:

Program Management (75%)

• Serve as a point of contact for fellows throughout the program cycle for logistics-related queries, responding and supporting outreach and follow-up, including obtaining information and documentation to support program processes.

• Oversee the US J-1 visa process in coordination with fellows, UW International Scholars Operations, and Evans Fiscal team. Track and support fellow progress in securing visas.

• Establish and monitor budget expenditures to ensure costs are within budget.

• Support coordination of the admissions and intake processes for fellows.

• Manage fellow data and ensure accurate data is maintained in the program database.

• Manage air and ground transportation for fellows for annual on-site programming in the US and an African location.

• Support in-person event coordination, including managing catering, ground transportation, space reservations, and supply/materials procurement and organization. Provide on-site programming and classroom set-up support as needed.

• Manage international package shipments through DHL, across many different countries and diverse address formats.

• Manage and support vendor procurement and contracting processes, as needed.

• Support the program stipend process and other payments in coordination with the Evans Fiscal team.

• Support program material design, production, and assembly.

• Assist the team with special projects and activities as needed, including research and scoping, program brainstorming, and program curriculum and faculty support.Program Strategy (25%)

• Contribute substantively to the overall program strategy by providing operational guidance and feedback on program and operational process improvement. MINIMUM REQUIREMENTS

• Bachelor’s degree with at least two years' experience in administrative/operations support and/or event coordination, including experience with international travel and logistics, such as flight booking and visa support. Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration. ADDITIONAL REQUIREMENTS

• Ability to create and adapt tailored messaging and communication for diverse audiences including global, executive-level decision-makers, those whose first language is not English, and individuals from a variety of cultures and backgrounds.

• Demonstrated high level of attention to detail and experience with accurate data review and entry.

• Demonstrated ability to problem-solve, thinking strategically and creatively to navigate complex situations.

• High degree of demonstrated cultural competency and sensitivity.

• Demonstrated commitment to anti-racism and contributing to an inclusive working and learning environment.

• Proficiency in Microsoft Office Suite.

• In June, this position will require work outside of a typical 9-5, including some weekend shifts and early/late shifts. In August/September this role may require international travel. DESIRED QUALIFICATIONS

• We highly encourage applications with a minimum of three years' work or lived experience on the African continent or with the African diaspora communities.

• Knowledge of French language is a strong plus.

• Interest in public health, health policy, public policy, or leadership development.

• Experience with data visualization tools and social media posts.In addition to your CV/resume, please submit a cover letter of not more than 400 words. In your cover letter, please tell us why you are interested in this position specifically and describe a couple of concrete examples from your past work and/or personal experience that are relevant to this role. WORK ENVIRONMENT This position will have a hybrid working environment, with designated team in-office days each week and occasional additional in-office days for program tasks and/or meetings. Typical working hours are 9am-5pm, Monday through Friday unless otherwise requested/communicated. Our office is open concept, which may result in visual or auditory distractions. During in-person IPPHL cohort programming in June, the Project Coordinator may be required to work hours outside of the typical M-F, 9-5 schedule, including possible weekend days, and will be required to work in-person on programming days. Should the Project Coordinator need to travel in August/September for in-person cohort programming in Africa, they should expect to work non-standard hours to support program needs, including on some evenings, weekends and US holidays (arrangements will be made to ensure appropriate compensation). There is no expectation otherwise to work overtime, on weekends, or UW designated holidays. The position will occasionally require moderate activity, including lifting boxes and moving tables/chairs. Application Process: The application process may include completion of a variety of online assessments to obtain additional information that will be used in the evaluation process. These assessments may include Work Authorization, Cover Letter and/or others. Any assessments that you need to complete will appear on your screen as soon as you select “Apply to this position”. Once you begin an assessment, it must be completed at that time; if you do not complete the assessment, you will be prompted to do so the next time you access your “My Jobs” page. If you select to take it later, it will appear on your "My Jobs" page to take when you are access ready. Please note that your application will not be reviewed, and you will not be considered for this position until all required assessments have been completed.

University of Washington is an affirmative action and equal opportunity employer. All qualified applicants will receive consideration for employment without regard to, among other things, race, religion, color, national origin, sexual orientation, gender identity, sex, age, protected veteran or disabled status, or genetic information.