Senior Program Coordinator

Our mission is to catalyze innovations that solve global problems and improve the lives of the world’s poorest people. We do this by incubating products, advocating for important causes, engaging with global organizations, and managing venture investments.

Gates Ventures is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.

The Health & Life Sciences team (HLS), through its programmatic engagement with key stakeholders and global community of scientific experts, operates in four practice areas: 1) advisory role, 2) a scientific learning agenda, 3) special projects, and 4) Alzheimer’s disease focused investments.

POSITION OVERVIEW

The Health and Life Sciences (HLS) team is looking for a Senior Program Coordinator to oversee financial planning, contracts management, and budget management activities to ensure successful execution across multiple programs and projects. This position will require the ability to manage two distinct operational workstreams, multiple project deadlines and to work collaboratively within the organization and with external partners.  Will be required to provide additional operations-based support as needed.  

RESPONSIBILITIES INCLUDE

Budget and Financial Project Management:

• Developing, implementing, and managing financial dashboards and worksheets
• Invoice management and processing
• Ongoing payment tracking and management
• Conducting financial analyses to assist in decision-making processes; including quarterly and/or annual budget forecasts
• Monitoring financial performance and making recommendations for improvements
• Preparing monthly financial reports and sharing with leadership and select stakeholders
• Serving as point of contact and collaborating with external auditors for EU/IHI projects, and others as needed

Contracts Management:

• End to end contracts management:
  • Process and contracts from draft through execution, including template(s) management and working closely with the Legal Counsel to facilitate efficient reviews and sign-off
  • Maintain records for correspondence and documentation in relation to established contracts and those in progress
  • Monitor contracts and move forward with close-out, extension or renewal ion accordance with leadership buy in
• Contracts systems management:
  • Create and maintain systems/processes, policies and procedures and adapt as needed
  • Evaluate system effectiveness and make recommendations to improve efficiency; both to manage new pipeline of contracts as well as renewals
  • Develop effective communication/presentation materials (including dashboards and workflows) about all contract-related matters including systems updates, changes to policies etc. to key internal stakeholders
• Vendor management – establish best practices for invoices and spending (till date) on contracts to inform QBRs
• Liaise with contract owners to ensure compliance with policies and procedures.
• Provide solutions to any contract-related problems that may arise externally and internally

Additional operational based projects, support and tasks as needed.

REQUIRED SKILLS

• A systems and process-oriented mindset
• Exceptional attention to detail
• Strong project management skills
• Strong people skills and the ability to build relationships with stakeholders, including senior leadership and external partners
• Technical acumen and experience and ease in learning new systems
• Expert level written and verbal communication skills
• Demonstrated initiative-taking approaches to problem-solving with strong decision-making capabilities and emotional maturity
• Highly resourceful team-player, with the ability to also be extremely effective independently
• Proven ability to manage confidential information with discretion, be adaptable to various competing demands, and demonstrate a high level of customer service and response.
• Demonstrated ability to achieve goals and meet deadlines in a fast-paced environment.

QUALIFICATIONS

• Bachelor’s Degree with 5+ experience in budget management, contract administration, or a related financial role
• Expertise in financial/budget management software tools (Excel preferred)
• Paralegal experience (nice to have)
• Strong interpersonal and relationship-building skills
• Proficient in Microsoft Office (Teams, Outlook, Word, Excel, and Power Point), Adobe Acrobat, DocuSign, or similar contracts lifecycle management software
• Experience with business process and systems support including SharePoint, document, and knowledge management.

COMPENSATION & BENEFITS

The salary range for this role is $115,000 to $125,000 per year. Starting salary offers will vary depending on several factors, including education, experience, and qualifications. This role also qualifies for a discretionary annual bonus. Gates Ventures offers a comprehensive benefits package including medical, dental, vision, life, and disability insurance and a 401(k) program with employer match. Our benefits also include generous paid time off for vacation, sick leave, holidays, and parental leave.