Hiring: Project Coordinator, Design Lab (Remote Entry Level)

Job Summary:

Make a lasting and positive impact on people’s lives by supporting the premiere national HIV public health communications campaign. In this role, you will join a thriving team of designers who are passionate about improving the lives of people and communities affected by HIV – with topics centering around HIV prevention, testing, treatment, and stigma. The FHI 360 Design Lab Project Coordinator will provide logistical support to designers for this campaign, including developing project schedules, facilitating communication between the design team and internal clients, updating and maintaining the team’s project tracker, and processing purchase orders, contracts, and invoices to facilitate work.

Accountabilities:

Programmatic Administration:

Coordinates scheduling, organizing, and execution of meetings and events (e.g., internal check-ins, client kick-offs, user interviews)
Records and distributes creative meeting and brainstorming session notes to designers and clients
Prepares and monitors project schedules, following up with clients and designers as necessary to ensure all parties meet their deadlines
Logs new projects and updates the design team’s project tracker (Monday.com) daily so that everyone is always aware of project status

Leads and coordinates ongoing collection of final product files ahead of project year closeout
Sends reminders to keep team on track with reporting deadlines and project deliverables.
Proofreads and cross-check products against client feedback/edits
Assists in preparing routine status reports and tracks office-related metrics
Identifies issues/risks as they arise and escalates as appropriate to Associate Art Director, Studio Manager, and Creative Development Task Manager
Collaborates effectively and efficiently with clients and designers, builds rapport, and nurtures productive professional working relationships through the course of each project
Contributes to Design Lab’s business development activities, such as coordinating with designers to create graphics for promotional emails and the studio’s website.
Responds to staff requests for administrative support as needed

Finance Support:

Serves as the project liaison to internal units such as finance, contracts, etc.
Prepares documentation for contracts with freelance designers, web developers, and other external talent; ensures the timely processing and approval of contracts and vendor agreements
Prepares supporting documentation and submits invoices through the appropriate channels for approval and payment
Assists the project team with the coordination of budgets.

Competencies: 

Employees are expected to possess or have high potential for the development of these three fundamental competencies.

Project Management (Planning and Time Management) – accurately scopes out length and difficulty of tasks (sets objectives/goals/measures). Breaks down work into steps, schedules, task/people assignments. Arranges information in a useful manner and orchestrates multiple activities at once.
Problem Solving – analyzes problems, seeks input from others and considers a variety of solutions. Chooses most efficient and effective solutions with attention to the impact that solution has on other projects and tasks.
Technical Skills and Learning – lets go of outdated processes and procedures, seeks out resources to enhance technical skills, and readily learns new industry processes, systems, and products.

Applied Knowledge & Skills:

Finds solutions to various administrative problems and helps maintain that delicate balance of keeping the designers’ workload manageable while meeting the needs of clients
Strong client-service ethic
Work requires attention to detail in composing, typing, and proofing materials, establishing priorities and meeting deadlines
Excellent organization and file management skills
Proficiency in using Microsoft Office, Adobe Acrobat, and Dropbox is required
Experience with remote communications tools, such as Microsoft Teams, Dropbox, Monday.com, Zoom etc. a plus.
Communicates clearly and demonstrates sound judgement when issues need to be escalated to leadership
Excellent verbal and written communications skills.
Must be able to read, write, and speak fluent English.
Ability to read, write, and speak Spanish preferred, but not required
Thrives in a diverse, fast-paced collaborative studio environment and has superb time-management skills.

Problem Solving & Impact:

Works on problems of limited to moderate scope that require a review of various factors.
Exercises judgment within defined procedures and practices to determine appropriate action.
Builds rapport with internal and external contacts.
Decisions may cause delays and affect a work unit or area within a department.

Supervision Given/Received:

Has no supervisory responsibility.
Receives instructions on new assignments.
Reports to a FHI 360 Design Lab Studio Manager.

Education:

Bachelor’s Degree or International Equivalent in Business Administration, Communication, Social Marketing, or Related Field required.

Experience:

2+ years of experience coordinating projects and providing administrative support to a design, advertising/PR, or other creative agency.
Prior experience using Microsoft Office Suite preferred.

Typical Physical Demands:

Ability to spend long hours looking at computer screen and doing repetitive work on a keyboard.
Ability to sit and stand for extended periods of time.

Technology to be Used:

Microsoft Office 365 (i.e., Word, Excel, PowerPoint, Skype/TEAMS, email), Adobe Creative Suite, Dropbox, Monday.com

Travel Requirements:

Less than 10%

Pay Equity and Benefits:

The expected hiring salary range for this role is listed below. FHI 360 pay ranges represent national averages that vary by geographic location. When determining an offer amount, FHI 360 factors in multiple considerations, including but not limited to: relevant years of experience and education possessed by the applicant, internal equity, business sector, and budget.

Base salary is only one component of our offer. FHI 360 contributes 12% of monthly base pay to a money purchase pension plan account. Additionally, all US based staff working full-time, which is calculated at 40 hours/week, receive 18 days of paid vacation per year, 12 sick days per year, and 11 holidays per year. Paid time off is reduced pro rata for employees working less than a full-time schedule.

Hiring Salary Range:  $51,000 – $68,000

This job posting summarizes the main duties of the job. It neither prescribes nor restricts the exact tasks that may be assigned to carry out these duties. This document should not be construed in any way to represent a contract of employment. Management reserves the right to review and revise this document at any time.

FHI 360 is an equal opportunity and affirmative action employer whereby we do not engage in practices that discriminate against any person employed or seeking employment based on race, color, religion, sex, sexual orientation, gender identity, national or ethnic origin, age, marital status, physical or mental disability, protected Veteran status, or any other characteristic protected under applicable law.

FHI 360 will consider for employment all qualified applicants, including those with criminal histories, in a manner consistent with the requirements of applicable state and local laws.

FHI 360 fosters the strength and health of its workforce through a competitive benefits package, professional development and policies and programs that support a healthy work/life balance. Join our global workforce to make a positive difference for others — and yourself.

FHI 360 staff working in the United States are required to be fully vaccinated for COVID-19, regardless of the type of project or client they serve, or of their employment status (full/part-time, remote, telework, or in-office), unless an accommodation applies.  FHI 360 complies with federal, state, and local laws with regard to accommodations related to this policy. Full vaccination is currently defined as two weeks after the second dose in a two-dose series, such as the Pfizer-BioNTech or Moderna vaccine, or two weeks after a single-dose vaccine, such as Johnson & Johnson’s Janssen vaccine. Booster doses are not required at this time.

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