• Assisting the program leadership team with all administrative assignments • Dealing discreetly with large volumes of sensitive, confidential information concerning student, staff, faculty and campus affairs, information contained in minutes, letters, and other documents • Initiating, collecting, and tracking data within a database system to ensure appropriate related records are maintained • Scheduling and organizing committee meetings; assisting with the preparation, typing, filing, and distribution of minutes • Providing world class customer service to students, associates, faculty, and other stakeholders • Monitoring and communicating regularly with students and/or associates for adherence to license, certifications, development activities, and any other applicable information/documentation and sends to proper department for filing • Serving as backup to other departments (student services, bursar, registrar, reception, etc.) as needed • Maintaining record keeping and filing systems • Maintaining files, ensuring accurate and up-to-date information for accreditation • Maintains accreditation files and prepares accreditation reports as directed • Performing other duties as assigned.

• Maintain and analyze program data across the region to monitor performance, partner compliance, and program impact. • Support the preparation of internal reports and presentations for decision-making and donor communications. • Conduct periodic data audits in Smile Train Express (STX) and other systems to ensure accuracy and completeness of program records. • Support Program Managers in day-to-day regional operations and the execution of grants, contracts, and partner initiatives. • Handle routine inquiries from partners and patients, ensuring timely and professional follow-up. • Help onboard and train partners on Smile Train’s program systems and tools, including STX and Fluxx. • Document operational processes and maintain shared resources to support team continuity and institutional memory. • Assist with cost comparisons, purchase orders, vendor engagement, and tracking of equipment deliveries across the region. • Organize internal documents and keep shared resources up to date. • Take notes during key meetings and support the preparation of presentations, summaries, and follow-up materials. • Support the planning and execution of events, trainings, site visits, and partner meetings across the region. • Coordinate logistics including travel, accommodations, venues, and vendor communications. • When requested, support the communications and education teams by collecting and organizing program content (photos, videos, patient stories) and helping manage digital assets.

• Support the assessment of the NCAEP development and implementation process under the guidance of the Program Coordinator at Galen University • Provide technical support for the implementation and pilot of the NCAEP in alignment with the University's Quality Assurance Standards • Monitor the implementation of the NCAEP by ensuring lecturers deliver approved curriculum within the established timeframe • Provide technical support to lecturers for assigned courses through Galen University's Moodle platform • Maintain a registry of program participants to ensure accountability and reduce the risk of participant dropout • Track participant attendance and engagement throughout the pilot phase, identifying and addressing risks of participants falling behind or withdrawing • Coordinate course schedules and conduct technical reviews of deliverables for the two course lecturers (Climate Science and Climate Governance) • Liaise and communicate with project partners, consultants, and participating organizations • Support the compilation of relevant case studies for use during the pilot • Coordinate logistics for field activities, where applicable