Program Coordinator, Digital in Programs

Job Description

Program Coordinator, Digital in Programs

REPORTS TO:           Associate Director, Digital in Programs

DEPARTMENT:          Knowledge for Impact

LOCATION:                Boston, MA

Oxfam America employees are able to work remotely, but to be considered applicants must reside in one of the following states that are within a 200-mile radius of an Oxfam America office which

are located in Boston and Washington DC: ME, NH, VT, MA, RI, CT, NY, NJ, PA, DE, WV, VA, MD, NC or DC.

STATUS:                   Full-time (35 hours a week) with benefits

COORDINATES WITH:

All members of the distributed Digital in Programs & other Knowledge for Impact teams as well as staff in other Oxfam America departments, such as Global Programs, Finance, Human Resources (HR), Information Technology (IT), Public Engagement, Institutional Support Department (ISD) and Major Gifts/Major Donors, along with key stakeholders in Global Programs and Digital teams at the Oxfam International Confederation level.

PURPOSE OF POSITION:

The position provides a full range of team & project coordination and communications support for the Digital in Programs practice area and the Knowledge for Impact team. Working closely with the Senior Manager, Digital in Programs, the Program Coordinator supports systems and processes providing a broad range of support in program administration and coordination, communications, and budget and resource management to the Digital in Programs as well as Knowledge for Impact teams to ensure that the program goals are realized. This role is central to our commitment to deliver on the vision and mandate of the Digital in Programs through effective coordination and quality management processes that underpin these practice areas at Oxfam.

PRIMARY RESPONSIBILITIES:

• team travel and logistics as needed;
• Manage expense reports for Digital in Programs team; and
• Other coordination and administrative tasks as assigned.

Program Administration and Coordination (25%):

• Provide overall logistical, communications, and administrative support to Digital in Programs, including scheduling, planning, and facilitating meetings; recording and communicating proceedings; supporting knowledge exchange and knowledge management; coordinating with staff and consultants; and coordinating logistics for retreats, webinars, and events;
• Handle routine business and financial matters, including processing requests for payments, developing consultant contracts, tracking expenditures and invoices, and maintaining financial records;

• In collaboration with HR, coordinate team hiring, including recruitment, general training, and support of interns;
• Support team travel and logistics as needed;
• Manage expense reports for Digital in Programs team; and
• Other coordination and administrative tasks as assigned.

Project Coordination (30%):

• Supports management in organization planning as well as engagement on internal strategy and communications, including retreats and Community of Practice meetings
• Develop and implement processes to strengthen remote ways of working and bolster learning across teams and the Digital in Programs Community of Practice
• Develop systems to organize tools and resources, amplifying the work of Digital in Programs/Knowledge for Impact and improving accessibility of products
• Align and simplify business processes in order to reach higher levels of standardization in the use of systems

Communications & Change Management (30%):

• In alignment with the team’s Communications Strategy, maintain and update the Communication Plan;
• Support brand development of special projects, including generating communications collateral (video, infographics, design, templates)
• Support change management processes through creations of strategic broadcast plans, stakeholder and audience mapping, utilization of learning tools and Oxfam E-Learning platform
• Develop, collect, and/or publish content to increase internal visibility of team initiatives (via newsletters, routine mailings, and presence on Oxfam’s internal social media/digital channels, Compass and Workplace);
• Craft, copy-edit, and/or update department communications for internal and external audiences; coordinate with colleagues in Public Engagement & Programs to facilitate production of external communications products; and
• Support team members as needed in document and presentation creation, copy-editing, desk research, and other related writing and editing tasks.

Budget and Resource Management (15%):

• Help maintain and monitor departmental budget to reflect pla