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Jan 25 / BARD CEP

Intermittent Part-time Administrative Coordinator-Watertown, MA

Organization: Pathfinder International

Position Title: Intermittent Part-time Administrative Coordinator   

Location: Watertown, MA.

Hours & Compensation: Part-time 

Application Deadline: Not listed 


Pathfinder Overview

Pathfinder International is a global leader in sexual and reproductive health. We place reproductive health care at the center of all that we do—believing that it is not only a fundamental human right, but is critical for expanding life opportunities for women, families, communities, and nations, and paving the way for transformations in environmental stewardship, decreases in population pressures, and innovations in poverty reduction. Pathfinder provides women, men, and adolescents with a range of quality health services—from contraception and maternal care to HIV prevention and AIDS care and treatment. Pathfinder strives to strengthen access to family planning, ensure availability of safe abortion services and post-abortion care, advocate for sound reproductive health policies, and, through all of our work, improve the rights and lives of the people we serve.

Program Overview

Pathfinder’s Technical Services Unit (TSU) provides guidance and expertise in a variety of technical areas to strengthen Pathfinder field offices and government and Non-Governmental Organization (NGO) partners, who develop and implement Pathfinder projects. These areas of technical expertise include contraception, abortion and post abortion care, maternal and newborn health, HIV/AIDS, adolescent and youth sexual and reproductive health, technical documentation and communications, and knowledge management. TSU staff provide overall programmatic direction in their key areas, technical support to field offices, document programmatic activities, and produce curricula and technical tools.

Position Purpose

The Administrative Coordinator is responsible for providing overall coordination of the Implementing Best Practices consortium (IBP) biannual meeting logistics, support during meetings, and follow-up as needed. IBP is a group of international partners working on best practices in family planning for which Pathfinder is currently serving as chair.

Please note: This is an intermittent part-time position that is estimated to average about 20% time. Work hours will vary according to the biannual meeting schedule.

Key Responsibilities

Meeting preparation

  • Identify and secure venue ensuring that all necessary equipment, IT provisions, set-up, table arrangements will meet the needs of presenters and participants.
  • Select menu for meals and break refreshments within specified budget, identifying caterer if required.
  • Provide general logistics support, including invitation development and distribution, name tags, venue instructions, parking/Metro instructions, etc.
  • Assist in planning meetings; distribute meeting agendas.
  • Anticipate and plan alternatives for possible last minute changes.

During meetings

  • Attend meetings and provide logistical and administrative support so meetings run smoothly.
  • Serve as go to person for any challenges that may interrupt progress of meeting.
  • Assist presenters with set-up and distribution of materials.
  • Take notes and prepare meeting minutes.

Post meetings

  • Distribute minutes to full list of attendees according to established timetable.
  • Follow up on any meeting discussions and directives taking action as appropriate or informing others of need for their action.

Other responsibilities

  • Provide support for IBP communications between meetings.
  • Time permitting, provide support for IBP activities.

Basic Requirements

  • Bachelor’s Degree and at least six months of relevant office experience.
  • Experience with event planning and logistics.
  • Strong writing skills.
  • Able to work effectively in a team environment with ability to organize own duties and take initiative.
  • Excellent English written and verbal communication skills.
  • Excellent interpersonal skills and demonstrated ability to interact professionally with a culturally diverse staff, clients and consultants.
  • Must possess good judgment, flexibility, patience, diplomacy.
  • Strong problem-solving skills including the ability to anticipate needs and plan for alternatives.
  • Excellent computer skills including Microsoft Word, PowerPoint, Excel, email, and internet programs.
  • Flexibility to travel to off-site locations and work additional hours during biannual meetings.
  • Strong organizational skills and attention to detail, with ability to prioritize deadlines while maintaining accuracy.

Preferred Qualifications

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