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Program Assistant, Brazil

Simulare Medical

Simulare Medical

São Paulo, SP, Brazil
Posted on Tuesday, July 2, 2024

Smile Train is changing the world one smile at a time. Our goal is to transform the life of every person impacted by a cleft lip or palate. We train and support doctors and medical professionals to provide free, life-changing comprehensive cleft treatment to our beneficiaries. Our sustainable model has allowed us to reach 1.5 million children in 90+ countries to date and we’re just getting started. We are truly changing the world one smile at a time.

Smile Train is looking for exceptional people to join a world-wide team of dedicated, passionate, professionals. Our team are creative and highly motivated individuals working to make a positive impact. Come join us!

Location: Brazil (this is a remote position, but the candidate must preferably be based in São Paulo or another capital)
Country Portfolio: Brazil
Reports To: Senior Program Manager, Brazil
Travel Frequency: Significant domestic and potential for some international travel

Position Overview
The Program Assistant for Brazil provides much needed program support to the country and
performs administrative tasks such as data entry, reporting, purchasing, logistics, and event
planning tasks for the team to aid the region in meeting regional and organizational objectives
and goals. This position also serves as a point of contact and steward for our programs in Brazil.

Key Responsibilities & Duties
• Perform secretarial duties such as recording minutes for meetings, printing/organizing
materials, updating core organizational resources, translating documents, generating
reports, etc.
• Deliver logistical support for events, training workshops, visitor programs, etc.
• Support in the organization’s content collection endeavors by:
• liaising with photographers;
• collecting content (photos, videos, stories, etc.) from activities;
• labeling photos;
• and uploading content into asset management systems.

• Assist and/or train treatment partners on using our program systems such as grants management (e.g. grant applications and reporting) and/or medical record databases (e.g. uploading treatments).
• Perform patient audits to ensure accurate information is on file and work with supervisor to
follow-up on any concerns.
• Perform Program Manager duties for Brazil as needed/requested such as:
• Analyze and understand each partner hospital’s profile in order to execute strategic plans, business processes, and necessary control mechanisms for the continuous monitoring of progress towards financial, programmatic, and medical (i.e. safety & quality) objectives for the country/region.
• Maintain consistent communication and good working relationships with existing partner hospitals, visit hospitals and conduct site visits as requested/needed, and work together to ensure the success of current and future programs.
• Receive, review, and analyze all grant requests from local stakeholders, carry out ‘due diligence’ to either reject or approve those that fall within the agreed financial authority and plans, sharing with supervisor or headquarters when additional approvals are required.
• Act as a local representative, point of contact, and spokesperson for Smile Train and serve as the ‘eyes and ears’ for the organization in the region. Speak up when and where necessary about the organization’s aims, values and practices, keep track of cleft-related issues and developments and share this feedback internally and with partners, and attend events as requested/needed.
• Proactively respond and work with supervisor and Smile Train regional and global teams to keep communication channels open, projects integrated, and the organization moving together.
• Provide additional support to regional team members as needed/requested by supervisor and/or Regional Director.

Qualifications & Skills
• 3+ years of related work experience in project management duties. Bachelor’s Degree in
related field preferred.
• Fluent in Portuguese and English (written and oral).
• Well versed in Microsoft Office suite and Asana and can comfortably and quickly learn how
to use new databases or business intelligence software. Experience with Salesforce a plus.
• Strong communication and interpersonal skills with ability to successfully handle issues with
diplomacy, tact, and empathy.
• Excellent organization and time management skills and ability to prioritize requests efficiently
and effectively.
• Detail-oriented and demonstrates innovative problem-solving skills.
• Flexible schedule with ability to travel as needed. Ability to work off hours (on-call),
sometimes responding to calls/emails or participating in events early in the morning, late at
night, or on weekends.

Smile Train believes that a workforce made up of people from diverse social, racial, economic, and cultural backgrounds results in a dynamic workplace and enhances the important work that we do. We are committed providing equal employment opportunity to all persons without regard to race, color, religion or creed, alienage or citizenship status, sex (including pregnancy), national origin, age, sexual orientation, gender identity or expression, disability, marital/familial status, genetic information or predisposing genetic characteristics, sexual and reproductive health decisions, military status, domestic violence victim status, or any other characteristic protected by law. We strongly encourage candidates from all groups and communities to apply.

To be considered, please submit a resume and a cover letter that describes why you believe you would be a good fit for Smile Train and this role.

Applications will be reviewed on a rolling basis, but we encourage interested applicants to apply as soon as possible.