Programs and Operations Assistant

Children’s Heart Link is a global nonprofit organization based in Minneapolis. To save the lives of children with heart disease, we partner with organizations to train medical teams, provide education, and transform health care in underserved parts of the world. One in 100 children are born with a heart defect, and 90 percent of these children live where there is inadequate medical care.

We currently support partner hospitals in Bangladesh, Brazil, China, India, Malaysia, and Vietnam.

• Integrity:
  We build trusting relationships across cultures and honor our commitments.
• Innovate:
  We challenge the status quo, learning and improving.
• Collaborate:
  We work together and connect others to achieve desired results.
• Quality:
  We strive to deliver high quality programs and services.

The Programs and Operations Assistant provides support to the programmatic teams of Children’s Heart Link in addition to supporting broader day-to-day business operations.

This position reports to the Director of Program Operations & Administration. This position does not have supervisory duties.

• Manage and arrange travel logistics for Children’s Heart Link staff, volunteers, and partners for training visits, other trips, events, etc.
• Airfare, accommodations, visas, travel insurance, local transportation, and any other travel-related needs.
• Manage and track all travel documentation, including travel approvals.
• Generate estimates, negotiate prices, budget for future travel, and track travel costs against budgets.
• Manage all staff and volunteer onboarding and communication related to travel logistics and expense before and after training visits.
• Assist Country Directors with pre- and post-training visit documentation, planning and communication.
• Manage travel vendors and accounts for the organization.
• Manage staff conference participation including registration and logistics.
• Support educational and advocacy events logistics, as necessary, including event management, registrations, vendors, etc.
• Continuously improve travel logistics processes.

• Collaborate with the Programs team to deploy virtual sessions using Zoom, Heartlink Hub (Allego) and Teams.
• Produce virtual training sessions, including preparing slide decks, inviting volunteers and partners, troubleshooting issues, and monitoring participants throughout sessions.
• Other duties assigned related to virtual training.

• Encourage and maintain positive relationships between Children’s Heart Link volunteers during the lifecycle of volunteer activities, from planning through evaluation of volunteer satisfaction.
• Collaborate with the Programs team to create an excellent volunteer experience.
• Execute volunteer recognition program, including recognition of service anniversaries.
• Identify opportunities to improve volunteer experiences with Children’s Heart Link.

• Ensure expenses are processed and reported accurately and timely by tracking expenses and processing invoices and wires for vendors and volunteers
• Assist programmatic staff in budget planning and communicate with finance team as needed.

• Help manage computer and technology inventory.
• Support office management, including ordering office supplies, scheduling staff activities, trainings, and meetings, etc.
• Support submission of research publications for programs and advocacy.
• Other duties as assigned.

• Associate degree or equivalent experience.
• Minimum of one year of professional experience, including in a supporting role.
• Experience in cross-cultural communication and ability to work in a variety of cultural settings with a diverse group of stakeholders.
• Interest and/or experience in nonprofit, international travel, international development, global health or health care related work experience.
• Detail-oriented with strong problem-solving skills.
• Ability to work with others as a team and in support of a positive work culture.
• Experience in Microsoft Excel, Word,…