Senior Program Coordinator Bill & Melinda Gates Foundation Experience: 5 to 10 Years New York, United States of America Apply By: 14-03-2025

The Senior Program Coordinator is responsible for coordination, implementation, and maintenance of a wide range of projects and activities in support of the life cycle of grants and contracts. Coordinates, develops, and manages a portfolio of investments, with an emphasis on processes and systems, initial investment due diligence, and timeline management. Investment portfolio may contain a range of investment complexity. In support of programmatic strategic goals, may provide or support budget oversight and planning, financial analysis and reporting, and process management for the portfolio of investments, which may include grants, contracts, and program related investments (PRIs). 

This is a Seattle-based role and reports to the Deputy Director, Strategy, Planning and Management 

What You’ll Do:

• Grant and Contracts Coordination: Coordinate the end-to-end grants and contracts processes with internal parties (i.e. program team, business partners, and accounting department) and external parties (i.e. grantees, contractors, and vendors) within the investment systems. Shepherd the development, management, and close out of grants and contracts. Coordinate contracts, including tracking of invoicing and deliverables, receipt of required reports, and monitoring expenses.
• Grants and Contracts Administration: Work with program officers, grantees, contractors, vendors, and business partners during early stages of investment making (e.g. assist in investment structuring, send out requests for proposals, drive key deadlines for submissions and revisions, coordinate the consolidation and resolution of feedback). Assist with grant management and evaluation by requesting and reviewing written materials (including grant summaries and reports). Conduct budget analyses for grant and contract proposals and grant annual reports to ensure consistency with project objectives and alignment with strategic priorities.
• Data Input, Management, and Analysis: Manage data for all grants and contracts in investment management system and SharePoint sites. Provide detailed financial analysis of portfolio and ensure data integrity to support team’s financial decision making. Work with Program Manager and Program Officers to keep all pertinent information accurate and up to date for reporting and analysis. Serve as point-person regarding budget needs and individual investment portfolio management.
• Initiative Portfolio Management: Monitor/Manage progress of an initiative portfolio against anticipated payout. Track programmatic goals and results in coordination with leadership. Develop relationships with key internal and external partners. Work with leadership to develop processes and tools for performance management.
• General: Serve as liaison across multiple internal teams. Support new hire onboarding on investment workflow and data systems. Potentially able to support additional team projects as assigned by the Program Manager and work with colleagues on the TB & HIV business team on general coordination and investment portfolio management. Acts as subject matter expert on processes, tools, systems, and templates and provides training, ongoing coaching, and process change support to program team and external partners to ensure successful adoption and sustained use.

Your Experience:

• Bachelor’s degree and 5+ years of experience, or equivalent experience.
• Experience in one or more of these areas strongly preferred: project management, portfolio management, program management, financial management, financial reporting, non-profit or related industry, and/or business experience.
• Able to work with flexibility, efficiency, and diplomacy in a fast-paced, challenging environment. Open to rapid change and able to learn new things quickly. Able to distill what is needed next, even without expertise in programmatic content.
• Demonstrates effectiveness influencing a diverse range of individuals and teams without explicit authority.
• Ability to manage multiple and competing demands and establish priorities.
• Recognizes complexity and assesses risks and alternatives in light of competing requirements and incomplete knowledge.
• Understands basic investment rules, regulations, policies, processes, and practices and can advise when they are applicable. Is an expert in all phases of investment-making, and engages stakeholders and decision-makers, as needed.
• Ability to effectively communicate with a range of external partners (i.e. technical experts, finance and contract managers, program managers, executive leadership, etc.).
• Demonstrates expert knowledge of, and ability to work across multiple investment-making systems, in Excel, SharePoint, and other web-based software applications. Basic SharePoint site administration skills, including metadata tagging, document view creation, archiving, and creating and maintaining confidential files.
• Ability to travel 10% of the time.
• Must be able to legally work in the country where this position is located without visa sponsorship.

Source: https://gatesfoundation.wd1.myworkdayjobs.com/en-US/Gates/job/Seattle-WA/Senior-Program-Coordinator–TB-HIV_B020826-1