Program Coordinator

Job Description

Job Description

Heart to Heart International (HHI) is a humanitarian aid organization that seeks to improve healthcare access in the United States and around the world by ensuring quality care is provided equitably in medically under-resourced communities and in disaster situations.

The Access to Medicine (A2M) Coordinator supports the Access to Medicine Manager in the daily coordination of program activities that connect HHI’s product donors and distribution partners. This position helps facilitate the distribution of quality medications, medical supplies, and hygiene items to non-profit partners domestically and internationally. Each year, the program distributes products to hundreds of partners in more than 30 countries and the U.S.

The Coordinator plays an essential supporting role in maintaining partner relationships, building and tracking orders, and ensuring smooth coordination among internal HHI teams, including Resource Development, Inventory, Logistics, and Warehouse operations.

• Serve as a primary point of contact for assigned distribution partner organizations.
• Maintain accurate records of partner information, documentation, and order activity in HHI systems.
• Assist with partner applications, onboarding, and compliance verification (licenses, MOUs, 501(c)(3) status).
• Review and prepare product selection and product allocation from donor offers
• Support communication and coordination with partner organizations to assess needs, confirm shipments, and gather post-delivery feedback.
• Track and update data to support donor reporting, partner engagement, and internal program metrics.

• Build and maintain accurate orders within HHI’s inventory management system (HELM) and ensure timely coordination with internal stakeholders.
• Assist in preparing order offers, order confirmations, invoicing and shipping documentation.
• Coordinate with the Logistics and Warehouse teams to ensure shipments are properly scheduled and delivered on time.
• Support tracking of inbound donations and outbound shipments; maintain visibility of order progress in coordination with the A2M Manager.
• Maintain up-to-date partner and product allocation data for reporting and performance measurement.

• Enter and maintain detailed partner, compliance documents, donor portal platforms, MOU/LOA or PA, and invoices into HHI order, and shipment records in HHI’s CRM (Raiser’s Edge NXT) and internal tracking systems.
• Assist in collecting and organizing impact and reporting data for donor and partner communications.
• Identify and suggest process improvements to streamline coordination and documentation.
• Help ensure all activities align with established SOPs, compliance standards, and donor requirements.

• Coordinate with Resource Development, Logistics, and Warehouse teams to ensure efficient communication and workflow.
• Coordinate with all other program departments on product placement as needed.
• Provide administrative and project support to the Access to Medicine Manager as needed.
• Represent HHI professionally when interacting with partners, vendors, and volunteers.
• Support special projects or initiatives assigned by the Access to Medicine Manager or SVP of Health Programs.

• Bachelor’s degree in Public Health, International Studies, Supply Chain, Business, or related field; or equivalent combination of education and relevant experience.
• 1–3 years of related experience in non-profit operations, logistics, partner management, customer service, or supply chain preferred.
• Knowledge of pharmaceutical and medical supply terminology preferred.
• Experience with CRM and inventory systems (e.g., Raiser’s Edge NXT, HELM) preferred.

• Strong organizational skills and attention to detail.
• Excellent communication and relationship-building abilities.
• Ability to prioritize multiple projects and meet deadlines in a fast-paced environment.
• Strong critical thinking and problem-solving skills.
• Proficient in Microsoft Office Suite (Excel, Word, PowerPoint, Outlook,…