Program Administrative Officer

Open Society Foundations
  • Location
    New York, New York
  • Sector
    Non Profit
  • Experience
    Mid Career
  • Posted
    May 31

Position description

Program Administrative Officer. New York. Posting Date: 05/30/2019. Deadline: 06/23/2019

The Finance Operations Team, housed under the CFO, supports a variety of activities that serve the organization globally, including meeting resources for contracting and planning, regional office operations, and centralized finance policies and procedures. The team is formalizing meeting management policies and processes to improve and streamline venue sourcing and procurement, logistics, and participant management (including a new software system (approved by ITGP last summer)). The goal is to assist meeting owners by providing partners who know how to navigate the industry, negotiate contractual savings, and reduce redundancies in the organization while prioritizing safety, security, and inclusion for all participants. We are seeking a Program Administrative Officer to centralize meeting activities (sourcing, contracting, registration), to ensure compliance with various regulations (GDPR, OFAC, 501c3), and create efficiencies in the organization to reduce duplicative efforts on the program level. The PAO will be the primary point person for staff who are organizing off-site meetings and will provide information on venues, contracting procedures, participant management requirements and tools, and general meeting planning advice to complement the agenda. This position will establish relationships with vendors and third party meeting planners, improve existing guidelines for staff, work with Legal, Security, IT, and Travel to provide the best solutions possible, and be the project lead for a meeting management software system.

Job Profile

  • Establish a best practices solution to venue sourcing and launch resource in hub offices
  • Work with Legal and Accounting colleagues to ensure processes meet compliance requirements for local jurisdictions
  • Oversee new meeting management software development (including integrated registration system), and then serve as primary "super user"
  • Work with Security to ensure best safety and security meeting practices are developed, implemented and followed
  • Continually seek to improve internal processes for securing venues and vendors and related payments, including documentation of participants
  • Update Meeting Guidelines and process documents
  • Strengthen and maintain relationships with preferred vendors (venues, third party planners)
  • Train staff on three areas of meeting planning: internal processes (will include contracting and security), logistics, and facilitation options
  • Streamline contracting process with Legal (including master agreements with select vendors)
  • Process and reconcile payments made against purchasing card
  • Oversee planning and logistics for annual Finance Conference and bi-annual Finance Retreat, working closely with Finance Operations Manager
  • Manage use of event codes for meetings
  • Keep master events calendar

Candidate Profile

We are looking for an individual who can work independently and is comfortable with all levels of management in the organization, with vendors, professional counterparts. The individual must be a problem solver who can assess various priorities and find solutions.
  • Bachelor's degree
  • Five to seven years of complex, end-to-end meeting management experience, preferably in international environments
  • Able to build relationships and influence decision makers. Negotiation skills
  • Vendor relationships with hotels, transportation companies, travel agents, meeting planners
  • Demonstrated ability to consider complex requirements, synthesize needs, and prioritize actions
  • Experience with writing effective policies, and documenting and communicating operating procedures. Samples appreciated
  • Oversight of external, international meetings with end-to-end management of vendors and participants
  • Experience with design and delivery of training programs
  • Basic understanding of 501c3 compliance requirements
  • Excellent organizational, analytical, interpersonal, and proactive 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 MS Office suite and other office technologies and IT solutions; must be comfortable learning new proprietary software systems
  • Proven ability in multi-tasking and working independently on complex tasks
  • Able to prioritize appropriately and to troubleshoot and follow projects through to completion, consistently on schedule and without loss of attention to detail
  • Willingness to adjust working hours to include calls and discussions with colleagues and vendors located in various geographic regions is necessary
  • Excellent inter-personal skills, especially the ability to manage a variety of culturally diverse relationships
  • Comfortable working and raising issues with, and suggesting solutions to various levels of management
  • Mature, creative, and a quick learner
  • Fluency in second language useful
  • Willingness and ability to travel internationally

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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