Program Administrative Specialist

Open Society Foundations
  • Location
    New York, New York
  • Sector
    Non Profit
  • Experience
    Mid Career
  • Posted
    Sep 13

Position description

Program Administrative Specialist, Executive Office, New York, Deadline: 10/04/2018

The Executive Office supports the top leadership (President, Vice President and Chief Integration Officer) of Open Society Foundations (OSF) in all aspects of their roles. They oversee the global network, establishing and adjusting its strategies in partnership with the Chairman and the Global Board, advancing its strategies as its principal representative body, fostering and sustaining collaboration across the network, and continuously assessing and strengthening the quality and effectiveness of the institution.

Job Profile

The Executive Office is seeking a Program Administrative Specialist (PAS), based in our New York office, to provide administrative and operational support for grant making activities. The position will report to the Vice President of OSF, with daily oversight by the two Project Heads in the Executive Office.

Typical duties and responsibilities include:

  • Working on various administrative tasks and projects, supporting the grants team as requested by the two Project Heads;
  • Processing and overseeing progress of consultant contracts, which includes working with relevant staff members, including Legal department, to ensure progress, approval and payment;
  • Supporting the grants team in the grant-making process, which includes communicating with grantees on the proposal submission process, monitoring and assigning proposal submissions, assisting with grant record preparation for compliance, and liaising with Grants Management department;
  • Tracking the budget and grants pipeline, which includes regularly liaising with staff in the Budget Office on expenditures and programmatic plans, and working with the Information Specialist to create dashboards for daily grant monitoring purposes;
  • Monitoring and tracking reports and payments for ongoing grants and submitting them for approval;
  • Providing initial review of grantee reports and flagging any inconsistencies;
  • Reviewing, tracking, and responding to Letters of Inquiry directed to the President and the Executive Office and liaising with relevant OSF programs as directed by the Project Heads;
  • Regularly monitoring annual expenditures for grantees and requesting recent financial statements as fiscal years close;
  • Coordinating logistics for meetings, which includes booking travel, coordinating all event details, and providing post-event support;
  • Taking meeting notes when necessary and sending out action items to team members;
  • Conducting research and synthesizing data/information to be used in decision-making;
  • Providing background information and insights to the Project Heads in preparation for grantee meetings;
  • Assisting with developing standardized tools, templates, processes, and workflows, and identifying new administrative/operational needs and developing/implementing solutions.


Candidate Profile

  • 3-5 years of complex administrative/operational experience;
  • Excellent organizational, analytical, interpersonal, and proactive problem solving skills;
  • Demonstrated experience and desire to make operations run smoothly and efficiently;
  • Ability to communicate with tact and diplomacy, both orally and in writing;
  • Poised, works well under pressure and attentive to detail;
  • High proficiency in Microsoft Office and other office technologies and IT solutions; must be comfortable learning new proprietary software systems;
  • Proficiency in data management and visualization platforms and databases (e.g. Salesforce, NetSuite, Foundation Maps, etc.);
  • Experience with record keeping, budgeting management, and finance administration;
  • Ability to prioritize appropriately and work independently on complex administrative tasks;
  • Ability to build and maintain relationships with a wide range of people from diverse backgrounds within a complex organization;
  • Experience making administrative and procedural decisions and judgments on sensitive and confidential issues;
  • Mature, creative, and a quick learner;
  • Interest in human rights and social justice is a plus, but not necessary.


Application Instructions: Please submit a cover letter and CV.

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Competitive rates of pay apply.

We are strengthened by the diversity of our colleagues across the Open Society Foundations. We welcome applications from people of all cultures, backgrounds, and experiences, and are committed to providing reasonable adjustments so that colleagues with disabilities are able to fulfill the essential functions of the job.
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