Program Administrative Specialist, New Executives Fund

Open Society Foundations
  • Location
    New York, New York
  • Sector
    Non Profit
  • Experience
    Early Career / Mid Career
  • Posted
    Nov 07

Position description

Program Administrative Specialist, New Executives Fund, Open Society Fellowship, New York, Deadline: 11/21/2018

The Open Society Fellowship Program builds individual and institutional capacity in fields that are central to the Open Society Foundations' (OSF) core mission. The Open Society Fellowship encompasses several different initiatives, each of which seeks to contribute to the intellectual life and rigor of the network. This role works primarily with one of the program's initiatives, the New Executives Fund, which supports newly appointed executive directors and chief executive officers who show promise to grow as leaders in their respective fields. Selected grantees receive funds that can be used flexibly to support projects undertaken early in their organizational leadership tenures. To learn about other Fellowship Program initiatives please click here .

Job Profile

The Open Society Fellowship Program is seeking a fixed-term Program Administrative Specialist (PAS) to work primarily with the New Executives Fund (NEF) for one year. The ideal candidate is a dynamic person skilled at providing advanced administrative and operational support. The PAS's overall mandate will be to lead the operations of the NEF, including managing its competitive selection cycles, liaising with support departments at OSF, and serving as the main operational point of contact for grantees and applicants. They will be responsible for organizing the initiative's workflow, its communications with external and internal stakeholders, and organizing the annual grantee convening. This position requires excellent organizational skills with close attention to detail, experience with managing and balancing multiple workflows as well as event-planning, and ability to build cross-cultural collaborative relationships.

Typical Duties and Responsibilities include:

  • Coordinating initiative workflow and program design, including selection, grant-making and grant monitoring timelines and processes;
  • Serving as primary internal liaison with OSF operational and support departments, including Finance, Legal, Grants Management and Communications;
  • Serving as the main point of contact with applicants and grantees on operational matters, including scheduling meetings, reviewing materials and grant reports;
  • Leading the administration of selection and grant-making processes, which includes liaising with OSF staff on nominations, communicating with applicants on proposal submission and reviewing submitted materials, preparing grant records for compliance, and liaising with Grants Management department;
  • Working closely with programmatic staff on applicant selection, conducting reviews of grantees' financial documents, and otherwise supporting them as requested;
  • Taking and synthesizing notes during applicant interviews, grantee check-ins, and other meetings as requested;
  • Coordinating and supporting evaluation and learning activities, including an internal community of practice;
  • Conducting research and creating data-visualizations to be used in strategy and evaluation process as well as other programmatic activities;
  • Coordinating logistics for meetings, including the annual grantee convening. This includes booking travel, coordinating all event details, and providing post-meeting support;
  • Processing and overseeing consultant contracts and vendor agreements, which includes working with relevant staff members, including Legal department, to ensure progress, approval and payment;
  • Managing NEF's budget, which includes tracking overall spending and regularly liaising with staff on expenditures and programmatic plans;
  • Managing NEF's internal and external communications, including on social media, OSF's website, and its intranet;
  • Performing special assignments, including participation in other Fellowship and OSF program activities, as requested.


Candidate Profile

  • 3-5 years of administrative/operational experience at a large and complex organization;
  • Excellent organizational, analytical, interpersonal, and problem solving skills;
  • Demonstrated experience and desire to make operations run smoothly and efficiently;
  • 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, Microsoft Access etc.);
  • Experience with record keeping, budgeting management, and finance administration;
  • Experience with multi-tasking and working independently on complex administrative tasks. Able to prioritize appropriately;
  • 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.


Application Instructions: Please include a cover letter and resume (both required), and upload as one document when submitting an application.

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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