Position Title: Operations Associate
Reports to: Director of Operations and Partnerships
Position Type: Full-time, including evenings and weekends as needed
Start Date: Immediately
Contract Duration: 5 months (with opportunity for 3-month renewable)
The current COVID-19 pandemic exceeds the existing Massachusetts Department of Public Health and Local Boards of Health ability to perform contact tracing. As a result, many people are unaware that they are a contact of a person with COVID-19. Contacts may have asymptomatic or mildly symptomatic COVID-19 and can unwittingly spread the virus in the community. To break the chain of transmission, contact tracing and isolation must be scaled-up rapidly.
To support the Department of Public Health (DPH), Partners In Health (PIH) will hire, train and supervise a large team of community contact tracing staff across Massachusetts. The aim of this will be to call every person diagnosed with COVID-19, gather their contacts, and proceed to call every contact in Massachusetts. In tandem with Commonwealth-wide effort to increase testing and improving communication and implementation of isolation and quarantine this will fortify efforts to control the pandemic in Massachusetts.
The contact tracing staff will consist of 10 teams of 10 units each. Each unit will have 1 Case Investigator who leads the unit, 1 Resource Coordinator, and approximately 7 or 8 contact tracers. This amounts to approximately 100 Case Investigators, 10 Resource Coordinators, and 500+ contact tracers across the state. This large team will use an online platform (Salesforce) to support data flow, data collection and entry, and to coordinate the workflows involved for contact tracing. The project will also employ a data team to oversee the overall impact of the project, monitor metrics and adjust project strategy in real time, and liaise with other partners and stakeholders in the data flow such as testing centers.
The Operations Associate will join a fast paced and dynamic team to help support the Director of Operations and Partnerships, as well as the larger operations leadership team which is jointly responsible for oversight of 500+ Contact Tracers, 100+ Case Investigators, and 75+ COVID Care Resource Coordinators working remotely. The Operations Associate, in close collaboration with the leadership team, will assist the Director of Operations and Partnerships in various capacities including administration, cross team coordination, budgetary oversight, strategic development and work plans. This role will require great diplomacy, confidentiality, resourcefulness and flexibility.
- Provide general administrative support for the Operations Director and operations leadership team, as needed.
- Communicate with participants, schedule, and confirm meeting space/conference lines for all related meetings, including external requests.
- Provide calendar management and email screening support for Operations Director.
- Plan and execute high-level meetings and travel arrangements.
- Support teams to troubleshoot challenges, connecting resources where available.
- Attend meetings on the Operations Director’s behalf and record minutes to provide a summary brief.
- Support in the development of overall operations team strategy together with operations leadership team; This includes primary day-to-day responsibility for development of work plans and budgets, and primary oversight of their execution.
- Navigate and support partnerships and collaborations with a variety of high-level stakeholders.
- Prepare and edit correspondence, reports, presentations and other documents.
- Prepare thorough briefings and provide relevant documents for meetings when needed, including minutes. Prepare materials for speaking engagements.
- Serve as a resource for other teams who need to interface with the operations team.
- Support recruitment and onboarding of project staff, in collaboration with Human Resources team.
- Assist in drafting Standard Operating Procedures to improve overall operations.
- Monitor and track projects and tasks, ensuring attention to time-sensitive issues and longer-term initiatives, providing succinct background information when needed.
- Disseminate decisions made and facilitate implementation to stakeholders.
- Work across teams to devise new strategies to reach vulnerable communities.
- Assist with special projects, as needed.
- Prepare and submit expense and credit card reports; organize and maintain financial documentation for all expenditures.
- Submit and track invoices and other bills.
- Perform any other relevant, associate duties when needed.
- Bachelor’s Degree required; background/interest in social science, area studies or public health preferred
- Professional experience (3 years minimum) providing administrative and associate level support in fast-paced environment
- Ability to effectively work on a team in a complex, fast-paced environment
- Ability to work independently and take initiative; must be a quick learner, able to multi-task and easily adapt to changing circumstances
- Excellent writing and copy-editing skills; enthusiasm for writing required
- Advanced organizational skills and capacity to handle multiple assignments and meet deadlines with attention to detail and quality
- Computer skills in word processing, database and spreadsheet programs; proficiency in Microsoft Office applications
- Excellent interpersonal skills required and ability to interact professionally with culturally diverse individuals in distress
- Ability to show empathy to distressed individuals
- Demonstrated maturity and judgment; must maintain confidentiality
- Possess a passion for social justice
- Possess a desire to contribute to global health initiatives
- Massachusetts Resident strongly preferred and familiarity with Massachusetts’ geography; cities/towns/locations required
- Must have access to good/reliable Wi-Fi
Partners in Health (PIH) is an international health organization relentlessly committed to improving the health of the poor and marginalized. PIH partners with local governments to build local capacity and works closely with impoverished communities to deliver high-quality health care, address the root causes of illness, train providers, advance research, and advocate for global policy change.
PIH currently has implementation programs in Haiti, Rwanda, Lesotho, Liberia, Kazakhstan, Malawi, Peru, Mexico, Sierra Leone and Navajo Nation. Through our partnership with Harvard Medical School and the Brigham and Women’s Hospital, we support a wide range of programs in dozens of other countries around the world.
Partners In Health (PIH) is committed to the fundamental principle of equal opportunity and equal treatment for every prospective and current employee. It is the policy of PIH not to discriminate on the basis of race, color, national or ethnic origin, ancestry, age, religion, creed, disability, sex and gender, sexual orientation, gender identity and/or expression, military or veteran status, or any other characteristic protected under applicable federal, state or local law. PIH works in and with a number of governments in and outside the U.S., and to the extent applicable, this statement is intended to incorporate the prohibition of any unlawful discrimination covered by applicable laws in such countries, states and municipalities.