Patient Data & Logistics Coordinator

Role: Patient Data & Logistics Coordinator

Department: Patient Data

Location: Hybrid, Virginia Beach

Travel: This role requires travel once per quarter

General Description

The Logistics and Planning Coordinator will manage the logistical operations and planning for global health initiatives, ensuring seamless coordination of patient data, medical equipment, and team travel. This role requires strong attention to detail, a background in data management, and experience in global health or surgery. The ideal candidate will thrive in a dynamic, fast-paced environment, working collaboratively with teams across multiple countries and healthcare settings.

Essential Functions

• Global Logistics & Travel Coordination
  
  

International Travel Planning

• Arrange travel for international medical teams, including flights, ground transportation, and accommodations across multiple countries.
• Coordinate with local teams to ensure smooth patient transport and facility readiness.
  
  

Equipment & Supplies Management

• Oversee the procurement, storage, and transportation of medical supplies and equipment, ensuring timely delivery to surgical sites.
• Manage the cleaning, storage, and maintenance of medical equipment between missions.
• Data Collection & Management
  
  

Patient Data Logistics

• Ensure the collection, validation, and secure storage of patient data (scanned charts, photographs) from lower- and middle-income countries.
• Liaise with on-site teams to retrieve and upload patient data to central databases like SharePoint or MS Dataverse.
• Assist with data entry and validation processes using software like Remark and REDCap.
• Team Coordination & Communication
  
  

In-Person And Remote Training

• Organize training sessions for team members and volunteers, both remotely and in-person, to ensure familiarity with data collection protocols and equipment usage.
  
  

Closed-Loop Communication

• Maintain regular communication with supervisors, team members, and external vendors to ensure smooth project execution.
• Provide weekly task updates through project management tools like Monday.com and ensure timely reporting to supervisors.
• Program Monitoring & Reporting
  
  

Monitoring & Accountability

• Track and report the progress of logistical and operational tasks using RACI boards and other systems.
• Generate end-of-mission reports detailing logistical outcomes, equipment usage, and patient data collection quality.
  
  

Qualifications

Job Qualifications And Skills Required

• Bachelor’s degree in logistics, healthcare administration, global health, or a related field.
• 2 years of experience in global logistics, event planning, or healthcare operations.
• Proficiency in data management software (Excel, REDCap, Remark).
• Experience working with databases and patient data handling.
• Excellent organizational and communication skills.
• Fluent in English; good knowledge of Spanish highly preferred.
• Global health or surgery experience in low- and middle-income countries is highly desirable.
• Excellent customer service skills.
  
  

Compensation

Operation Smile is committed to pay transparency. The anticipated salary range for this position is $41,600 to $52,000, which may vary slightly based on a candidate’s experience, qualifications, and geographic location.

Why Operation Smile?

Meaningful Work - At Operation Smile, you will engage in meaningful work that transforms lives, providing essential medical care to children and contributing to global health and well-being.

A Brighter Future - Make saving for the future easy with Operation Smile’s 401(k) plan, featuring Safe Harbor and employer matching. Cha-ching!

Happy and Healthy - Kick back and relax with Operation Smile's all-in-one health plans! We've got your health, pharmacy, dental, and vision needs covered for you and your loved ones. No worries, just smiles!

Worry-Free Insurance - Enjoy true peace of mind with 100% paid premiums for life and AD&D insurances. We've got you covered, no matter what!

Take Your Time (Off) - Flexible time off and celebrate with company-paid holidays! More time for fun and relaxation.

Work it, Flex it - Enjoy flexible work arrangements that fit your lifestyle, with remote, on-site, and hybrid work arrangements.

Travel Minus Stress - See the world through our unique employee programs, which offer opportunities to participate in international medical trips, community outreach, and global health initiatives.