Program Administrative Specialist, Human Rights Initiative (Fixed-Term). New York. Posting Date: 03/12/2019. Deadline: 03/26/2019Job Profile:
The Human Rights Initiative (HRI) is seeking a fixed-term program administrative specialist (PAS) from May 1st to October 31st, 2019 to cover a staff member's leave
. The PAS, as part of the Operations Team, will support HRI in the areas of grant making, budget preparation and monitoring, the collection and analysis of quantitative and qualitative data, and in other operational/administrative tasks, as needed. The PAS will need to manage multiple overlapping assignments, some routine and some ad hoc, occasionally on tight deadlines.
The PAS will work in frequent collaboration with colleagues in areas including the IT department, Grants Management, Grant Making Support Unit, Strategy Unit, and Budget Division, as well as with the various thematic and geographic programs. They will also participate in general assignments on an ad hoc basis as needed. The role is based in New York andreports to HRI's associate director for program development.
Typical duties and responsibilities include the following:
- Provides advanced administrative support to HRI Operations Team for grant making activities, budgetary tracking, data collection and analysis, and/or other program functions
- Supports the preparation and regular management of HRI's budget, including planning, tracking, and variance monitoring and reporting
- Compiles and maintains grants-related data and records
- Stays abreast of relevant policies and compliance requirements and assists staff with understanding, operationalizing, and adhering to relevant policies and guidelines
- Provide data review and visualization; this may include developing reporting tools and templates, collation and preparation of graphic materials and presentations
- Review reports and other documents for compliance, accuracy, and readability; this may include review of data to assure that it is accurate and complete in accordance with appropriate protocols
- Builds collaborative relationships, primarily within OSF, to address program questions, problems, opportunities and challenges
- Identifies new administrative/operational needs and develop/implement solutions
- 3 -5 years of applicable operational and administrative support experience, preferably in a fast-paced working environment within a large organization, NGO, or foundation. Knowledge of the philanthropic sector and experience working across multiple locations is an asset, but not required
- Experience with record keeping, budget management, and finance administration. Familiarity with Adaptiv and Salesforce preferred
- Demonstrated experience and desire to make operations run smoothly and efficiently
- Excellent organizational, analytical, interpersonal, and proactive problem solving skills.
- Ability to prioritize appropriately, multi-task and work independently, as well as on a team, when handling a wide range of complex administrative tasks
- Excellence in communicating with tact and diplomacy, both orally and in writing (including to senior management, co-workers, and the general public). Includes building and maintaining relationships with a wide range of people from diverse backgrounds and displaying sensitivity to cultural communication differences
- Ability to set up processes, systems, and workflows, and ensure adherence to procedures and follow-up
- Experience making administrative and procedural decisions and judgments on sensitive and confidential issues
- Poised, works well under pressure, and attentive to detail
- Mature, creative, and a quick learner, with high level of self-motivation, entrepreneurship, and strong work ethic
- Demonstrated proficiency in data management, Microsoft Office, and other office technologies as well as comfort in learning new proprietary software systems
- Interest in acquiring in-depth knowledge of grant making, contracting and other related policies, guidelines, and processes
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.