Operations Coordinator

Based in Phoenix, Arizona, Atlantis is a healthcare education organization that runs student hospital observation programs for pre-med students from the United States. Our mission is to equip the next generation of medical leaders to pursue their callings passionately and to strengthen connections between healthcare professionals internationally.

Job Description:

Reporting directly to the Director of Operations, the Operations Coordinator serves as a liaison to the operations team, post-enrollment team, and senior management teams; organizes and coordinates scheduling and budgets; prepares, updates and arranges strategic materials; and oversees, leads, and supports various teams within the company with special projects.

The Operations Coordinator must have exemplary time management skills and the ability to identify and anticipate needs. To perform this job successfully they must demonstrate good judgment and strategic thinking by understanding competing priorities and prioritizing accordingly having an aptitude for managing deadlines. In addition, they must be proficient with excel, and creativity and enjoy working within a small, entrepreneurial environment that is mission-driven, results-driven, and community oriented.

The ideal individual will have the ability to exercise good judgment in a variety of situations, with strong written and verbal communication, administrative, and organizational skills, and the ability to maintain a realistic balance among multiple priorities. The Operations Coordinator will have the ability to work independently as well as in a group (remotely) on projects, from conception to completion, and must be able to work under pressure at times to handle a wide variety of activities and confidential matters with discretion.

* Ideal candidates would live in Southern Europe and be able to work in person with the team occasionally.

**Role is 100% remote

Salary: 2500 Eur/month + variable bonus

Roles and Responsibilities

• Completes a broad variety of administrative tasks for the Director of Operations including completing and reviewing expense reports; composing and preparing correspondence that is sometimes confidential; arranging complex and detailed budgets, itineraries, and agendas
• Researches, prioritizes, and follows up on incoming issues and concerns addressed to the Director of Operations, including those of a sensitive or confidential nature. Determines appropriate course of action, referral, or response
• Provides a bridge for smooth communication between the Director of Operations and internal departments; demonstrating leadership to maintain credibility, trust and support with senior management staff
• Works closely and effectively with the Operations team to keep them well informed of upcoming commitments and responsibilities, following up appropriately. Acts as a "barometer," having a sense of the issues taking place in the environment and keeping the Director of Operations updated
• Maintain and regularly check the team’s calendars and exercise discretion in committing time and evaluating needs
• Coordinate work with other Operations staff as needed; play a key role in the coordination of staff efforts both within and outside Atlantis
• Maintain flow of coordination and logistics information with the USA and Global Programs Teams
• Routinely perform a wide variety of duties, including reports, payments, excel files and everything is necessary in order to support the team. As well as prepare documents, reports, tables, and charts; distribute them as appropriate
• Manage and monitor the budgets of the staff working on the ground, always ensuring on-time, on-budget delivery
• Complete a variety of special projects, including creating presentations, financial spreadsheets, special reports, agenda material
• Assist in planning and execution of team and company-wide events, both remote and in person.

Qualifications

• Strong organizational skills that reflect the ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail
• Very strong interpersonal skills and the ability to build relationships with different kinds of people within and outside the organization.
• Expert level written and verbal communication skills in the English language (knowledge of a second language is not required but preferred: Italian, Spanish)
• Demonstrated proactive approaches to problem-solving with strong decision-making capability
• Highly resourceful team player, with the ability to also be extremely effective independently
• Proven ability to handle confidential information with discretion, be adaptable to various competing demands and demonstrate the highest level of customer/client service and response
• Demonstrated ability to achieve high-performance goals and meet deadlines in a fast-paced environment
• Forward-looking thinker, who actively seeks opportunities and proposes solutions

Education and Experience Requirements

• University degree required
• Strong work tenure: at least two years of previous administrative or personal support experience, preferably in a fast-paced environment
• Proficient in Microsoft Excel and Microsoft Outlook, with strong overall computer and digital skills.
• Self-motivated and able to work independently
• Excellent English language writing and editing skills
• Problem-solving orientation, attention to detail, and structured way of working

Equal Opportunity Employer

Atlantis is an Equal Opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex including sexual orientation and gender identity, national origin, disability, or any other characteristic protected by applicable federal, state, or local law.