20FEB - Program Administrative Specialist - Open Society Foundations - Deadline: 03MAR



Organization Description
The Open Society Foundations work to build vibrant and tolerant societies whose governments are accountable and open to the participation of all people. We seek to strengthen the rule of law; respect for human rights, minorities, and a diversity of opinions; democratically elected governments; and a civil society that helps keep government power in check. We help to shape public policies that assure greater fairness in political, legal, and economic systems and safeguard fundamental rights. We implement initiatives to advance justice, education, public health, and independent media. We build alliances across borders and continents on issues such as corruption and freedom of information. Working in every part of the world, the Open Society Foundations place a high priority on protecting and improving the lives of people in marginalized communities.

Location – 224 West 57th Street, New York, NY 10019

Job Description
The Open Society Scholarship Programs support individuals passionate about improving their knowledge and ability to advance positive social change in their home countries. We prioritize grants to individuals in countries particularly challenged by repressive governance and a lack of democratic practice. Using transparent, open and merit-based competitions, we offer awards for advanced study in the social sciences and humanities. Our work extends to preparatory summer programs, regional conferences, and internship opportunities, all of which are designed to cultivate an international community of open society leaders.

We are looking for a Program Administrative Specialist to join our team based in New York. The successful candidate will provide advanced administrative support for Scholarship Programs’ activities across two office locations (New York and London) by coordinating operational work that helps achieve strategic goals. The Admin Specialist will work collaboratively with both the New York and London teams and will be expected to work independently with little or no supervision. 

We are interested in candidates with demonstrable skills and experience in managing complex administrative and operational processes. The successful candidate will also have the opportunity to identify new administrative or operational needs, and also develop and implement those needs as required.

Job Responsibilities

  • Managing departmental events and program schedule and organizing regular staff meetings; including assisting with complex event planning, managing travel, logistics, and budgets.
  • Liaises with vendors (e.g. event planners, translators, graphic designers, etc.) and negotiates contract terms and conditions.
  • Coordinating department-wide activities such as selection meetings, regional conferences, and summer schools. 
  • Provides ongoing complex data tracking, review and visualization. May help develop reporting tools and templates and departmental-wide data management strategy. 
  • Stays abreast of relevant organizational policies and compliance requirements and assists staff with understanding, operationalizing, and adhering to relevant policies and guidelines; may train staff on grants or other processes/workflows. 
  • May assist with processing grants and payments and serve as liaison to other administrative departments, such as Grants Management, Finance, and Legal.
  • Assists in managing departmental budgets, including planning, tracking, variance monitoring, and reporting.
  • Ad-hoc responsibilities: May be asked to take on other operational and administrative responsibilities such as assisting in communications-related projects.  May occasionally be involved in conducting basic research; reviewing grantee reports; collecting, compiling, and analyzing data in support of strategy and program evaluation; and other similar tasks.

Job Requirements

  • Bachelor’s degree in a relevant field of study or equivalent experience/education.
  • 3-5 years of progressively responsible experience in a position similar to the duties described above.
  • Demonstrable administrative experience at a large organization; experience of working across multiple locations will be an added advantage.
  • Highly proficient in the use of Microsoft Office packages, must be comfortable learning new proprietary software systems; experience in the use of data management and visualization platforms and databases (e.g. Salesforce, NetSuite, etc.) is strongly desirable.
  • Proven ability to set up processes, systems and workflows, and ensure adherence to procedures and follow-up.
  • Experience with record keeping, budget management, and finance administration is important.
  • The role requires the ability to build and maintain relationships with a wide range of people from diverse backgrounds within a complex organization.

How to Apply
Please apply at https://www.opensocietyfoundations.org/jobs/jr-0000233/program--administrative-specialist

Deadline – March 3, 2016