Business Operations Coordinator, Public Health Informatics Institute (PHII) - The Task Force for Global Health

Emory University•Decatur, GA

8h•Hybrid

About The Position

The Task Force for Global Health is an Emory University affiliate focused on building durable public health systems. The Public Health Informatics Institute (PHII), a program of the Task Force, is known for its expertise in public health informatics and its ability to convene professionals to improve health outcomes. PHII assists public health organizations in leveraging information systems to meet public health needs. This role provides administrative and systems management support to PHII, acting as a primary 'Super User' for organizational platforms and ensuring compliance with federal grant reporting and contractual requirements.

Requirements

A bachelor's degree in a field related to specified program areas and five years related program management experience, or an equivalent combination of experience, education, and training.

Nice To Haves

Self-Starter: A professional who takes immediate ownership of tasks and navigates organizational processes with minimal supervision.
Fast Learner: The ability to quickly master enterprise platforms (e.g., Cobblestone, Financial Edge, Concur).
Detail-Oriented: Demonstrated ability to play close attention to detail in all aspects of work.
Problem Solver: A resourceful mindset that anticipates operational gaps and identifies practical solutions.
Process-Oriented: Able to follow established business processes to ensure efficient completion of work.
Effective Communicator: Strong verbal and written communication skills.
Meeting Coordination/Logistics Experience: Prior experience in meeting logistics coordination.
Tech-Forward: Proficiency with modern productivity software and an interest in leveraging AI to enhance productivity

Responsibilities

Provides administrative and logistical support for projects, initiatives, and programs within an NGO environment.
Handles preparations, scheduling, logistics, and other various requirements for domestic and international staff travel.
Processes financial documents including contracts, expense reports, invoices, etc.
Coordinates meetings and special events.
Works with and maintains data management and filing for the program.
Coordinates logistical arrangements for related conferences, conventions or meetings.
May manage a project independently.
Serves as the primary "Super User" for organizational platforms and ensures PHII remains compliant with federal grant reporting and contractual requirements.
Designs, implements, and coordinates operational facets of a specific program.
Develops strategic plans and objectives that ensure the program's continued success, and develops evaluation methods to assess outcomes.
Conducts program research and ensures that the preparation of mandatory operational, statistical, and financial reports are accurate and factual, and that all reports comply with federal and state regulations and/or institutional policies.
Designs training programs and materials, conducts training sessions, and represents the program at various conferences, meetings, or seminars.
May plan, administer, or monitor the program's budget and/or grants, and conduct financial forecasting for the program.
May develop fundraising programs, including researching and identifying funding sources, and writing and submitting grant proposals.
Serves as a liaison to and interacts with other groups and organizations participating in the program or seeking knowledge of the program; may write and present speeches.
Maintains complete and accurate program records.
May serve on or chair various University committees.
May supervise program staff, interns, and/or volunteers.
Assists the Deputy Director in creating federal grant applications in grants.gov and supports the federal funding continuation process.
Compiles all necessary supplemental documents for grant applications, proposals, and new project submissions.
Enters performance reporting for PHII grants/contracts and reports on programmatic indicators for internal tracking and donor reports.
Provides administrative support to the grant proposal development process and assists the Sr. Deputy Director in submitting proposals for new business development.
Provides administrative support to the PHII Sr. Deputy Director including maintaining PHII shared resources in Smartsheet, assisting with event planning, procurement of staff gifts, maintaining PHII files and book collection, reviewing recorded meeting minutes and developing summary reports, handling administrative and invoice processing, ordering supplies, books, and office equipment, organizing monthly staff meetings, ordering and coordinating food delivery, maintaining licenses for PHII shared online tools and accounts.
Manage PHII’s contracting workflow through TFGH’s Contract Management System and DocuSign, ensuring all agreements move from initial review through final approval.
Once contracts are approved, create Purchase Orders and close them out upon contract termination.
Coordinate logistical support for PHII Leadership team attending domestic and international meetings, conferences and events, including travel and lodging arrangements, group conference registration, assisting with travel authorization and expense reports, working with venues on catering and meeting spaces, pre- and post-meeting communications, and updating meeting-specific work plans.
Manages a meeting or event budget.
Coordinates scheduling of events and calendars across PHII.
Coordinates the planning, implementation of PHII-wide activities and events including evaluating the events.
Assists Sr. Deputy Director with meetings (including workgroup meetings); works with team on all meeting logistics planning and coordination, budgeting, travel coordination and close out as needed.
Assists Sr. Deputy Director with hotel and meeting site event coordinators including creation of, approval of, monitoring of, and closeout of all contracts.
Identifies and resolves contract discrepancies as needed.
Also includes coordinating all aspects of meeting services such as ground transportation, dinners, and special requests.
Participates fully as a member of the Task Force for Global Health by contributing, assisting and participating in projects, activities, and initiatives as requested by management.