Position Title: Project Coordinator, Administration and Finance

Reports to: Administrative Associate 

Location: Gallup, New Mexico (based at the COPE office - NOT REMOTE)

Position Type: Full-time, non-exempt

Organization Description:

Community Outreach and Patient Empowerment (COPE) is a Native-controlled, non-profit 501(c)(3) entity based in Gallup, NM. COPE is a sister site of Partners in Health (PIH). COPE’s vision is to promote health equity and improve the wellbeing of Indigenous communities. The three areas of strategic focus for COPE’s work are: 

• Improving health care delivery to families through community-based outreach and health systems strengthening.
• Increasing access to healthy foods and promoting food sovereignty in tribal communities
• Strengthening local capacity and partnerships to bring about system-level change

Position Overview

The COPE Administrative & Finance Coordinator will work under the supervision of the COPE Program Director. The Manager serves as a key member of program team and will work closely with Senior Specialists to carry out the organization’s programs through staff supervision, program management, fiscal oversight of program budgets, grant management, and input on policy initiatives and future programming. 

The principal responsibilities of the position include:

Administrative support 

• Provide general administrative support and assist with various projects such as filing, photocopying, scanning, answering phone calls, and running errands. 
• Maintain an updated inventory across all programs.
• Attend weekly/monthly/quarterly meetings and trainings.
• Assist with payroll processes including ensuring timely allocation reporting.
• Assist with team communications with internal/external partners.
• Update internal databases including maintaining the mail log. 
• Maintain and keep current business records as it relates to professional and legal use.
• Assist with the maintenance of needed policies and procedures.
• Prepare purchasing, travel, or related documents and transactions.
• Assist with travel and logistics for internal/external staff and partners.
• Coordinate meetings and appointments as needed including conferencing and equipment set up.
• Prepare agendas and minutes as needed.
• Provide excellent customer service to internal and external partners.
• Maintain a tidy office space for all staff including assisting with maintenance and cleaning.
• Assist with special projects/events and other duties as assigned.

Finance Responsibilities 

• Assist with the FVRx voucher processing, monitoring, and tracking.
• Review incoming invoices and reports, ensure all required documentation is attached and send to Concur. 
• File paid invoices and create new folders as needed. 
• Order program and office supplies.
• Uploading Concur GL extractions. 
• Assist with processing of expense reports on paper and in Concur.
• Assist with day-to-day team activities.
• Enter and process accounts payable and process accounts receivable.
• Verify invoices for payment, prepare routine entries, reconcile entries and internal ledgers.
• Process and file credit card transactions and receipts.
• Classify checks, deposits, and automatic entries to assist in the accounting process.
• Distribute and file financial documents and reports.
• Correspond with internal and external vendors to address any invoice/statement issues.
• Match invoices/statements due to supporting documentation.
• Sort, code, log, review documents for accuracy and compliance with COPE policies and procedures.
• Assist with fund and wire transfers to partners and other organizations.
• Assist with special projects/events and other duties as assigned.

Qualifications:

Required:

• Bachelor's Degree + 1 year relevant work experience; or Associate’s Degree + 2 years relevant work experience; or at least 4+ years of relevant work experience
• Ability to reflect Diné values and be role model in positivity for partners and staff.
• Knowledge of Navajo culture and local health system and experience working on Navajo Nation required.
• Ability to work closely with diverse staff and partners across COPE’s programming to ensure all programs are community guided.
• Prior experience in a complex, fast-paced environment while maintaining attention to detail.
• Ability to exhibit a professional, positive attitude, empathy, and strong work ethic.
• Demonstrated willingness to learn and receive constructive feedback.
• Demonstrated intellectual independence and ability to take initiative.
• Excellent written/oral communication skills.
• Respect for the chain of command.
• Strong analytic, organizational, and time management skills.
• Honesty, accountability, and transparency with a commitment to equity in Indigenous communities.
• Ability to manage uncertainty and challenges while maintaining positivity.
• Computer and database skills in Office 365, including Excel, Powerpoint, Publisher, and Microsoft Word, Outlook, Teams, and knowledge of electronic accounting systems.
• Professionalism, as demonstrated by impeccable confidentiality and diplomacy, ability to lean into challenging situations with equanimity, humility, and respect.
• Favorable background check required.
• Immunization documentation required.

Preferred:

• Experience working with non-profit organizations.
• Experience working in the health field.
• Ability to live in Gallup, NM, or the surrounding areas, full-time.

Work Conditions:

• The Coordinator on rare occasions may need to work outside normal business hours to meet deadlines and fulfill job requirements.
• Must have own reliable transportation and be willing to use it for work travel across Navajo Nation (all work trips are reimbursed in alignment with COPE’s policy).
• For any approved remote work, the individual must have a separate private space for virtual work, high speed internet, and excellent cell phone connectivity.

Community Outreach and Patient Empowerment (COPE) is committed to the fundamental principle of equal opportunity and equal treatment for every prospective and current employee. It is the policy of COPE 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. COPE works in and with governments in 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 Tribal Nations, states and municipalities.

Commitment to Safeguarding and Prevention of Sexual Exploitation, Abuse, and Sexual Harassment:  

At COPE, we are committed to ensuring that those who benefit from our work, including community members, families, partners, patients, as well as students, contractors, staff, and visitors to are treated with dignity and respect and protected from sexual exploitation, abuse, and harassment. COPE will not tolerate its employees, volunteers, consultants, or any other representatives associated with the delivery of our work carrying out any form of sexual abuse or sexual exploitation, failing to report any allegations of sex abuse or sexual exploitation, or retaliation against those who report or participate in investigations. A range of pre-employment checks will be undertaken in conformity with COPE’s policy.

COPE will request information from applicants’ previous employers about any findings of fraud, harassment, sexual harassment and any form of systemic abuse or incidents under investigation when the applicant left employment. By submitting an application, the job applicant confirms their understanding of these recruitment procedures. Successful candidates will undertake the appropriate level of training and are responsible for ensuring that they understand and work within the safeguarding policies and procedures of the organization.