Program Coordinator

Program Coordinator – India

Operation Smile India

Position Summary

At Operation Smile, we believe every child deserves safe, timely surgery and compassionate care. The Program Coordinator – India plays a key role in bringing this mission to life by planning, executing, and supporting medical programs across the country. This role requires a passion for service, strong coordination skills, and the ability to manage multiple initiatives simultaneously.

Working closely with the Executive Director, India, regional teams, and global colleagues, the Program Coordinator ensures that every medical program is thoughtfully designed, effectively delivered, and aligned with Operation Smile's commitment to quality and patient-centered care.

Key Responsibilities

Program Planning & Execution

• Collaborate with the India Program team to support recruitment of skilled and committed medical volunteers.
• Coordinate with the Logistics Coordinator to manage procurement, packing, and shipment of medical supplies required for missions.
• Lead and support program operations throughout India—this includes fact-finding, patient recruitment, building NGO/CBO partnerships, strengthening hospital relationships, and program implementation.
• Conduct assessment trips to identify and prepare new program sites, ensuring readiness for safe and high-quality patient care.
• Work alongside the Community Mobilization Coordinator to develop and execute effective patient outreach and recruitment strategies.
• Oversee transparent and competitive vendor selection for program-related services including transportation, accommodations, meals, and other operational needs.
• Arrange domestic travel bookings for local and international volunteers.
• Process purchase orders, validate invoices, and ensure timely payments to vendors.
• Prepare timely, accurate program reports to support planning, learning, donor engagement, and operational excellence.
• Support with education programs in India in line with Operation Smile O100 strategy.
• Support hospital partners and care centers in delivering high quality and safe surgical care and comprehensive care services to patients.
• Support with relevant program reports which includes data collection from Hospital partners in line with Operation Smile O100 strategy.

Volunteer Management

• Collaborate with the Volunteer Coordinator to maintain accurate records of volunteer participation through the Global Volunteer Management System (GVMS).
• Support volunteers traveling internationally with mission-related logistics including flights, visas, and documentation.
• Support ongoing recruitment of new medical volunteers and contribute to the development of a comprehensive volunteer engagement plan.
• Support with Operation Smile India people repository – ensure that it is up to date for all hubs and spokes and also work closely with the Regional Programs team and education team to track educators and trainees.