Program Coordinator (Job ID: 2022-3084)
Full Time
Washington, DC 20036
Posted
Job description
Overview:
With fair and transparent business practices, clear communication, mutual respect, and a collaborative atmosphere that offers both professional and personal development opportunities, Brookings offers an inclusive and welcoming workplace that values the efforts of all contributors.
Brookings Metro delivers research and solutions to help metropolitan leaders build an advanced economy that works for all. To learn more, please visit brookings.edu/metro. Follow us on Twitter at twitter.com/brookingsmetro.
Position Location:This position is hybrid. Hybrid positions combine regular in-person presence at our Washington, DC office with the option of at least two days of remote work each week.
Vaccine Policy: Brookings requires all staff and visitors to submit proof of complete vaccination against COVID-19 to be in Brookings buildings.
Individuals that (i) have a qualifying medical condition that contraindicates a COVID-19 vaccination, or (ii) who object to being vaccinated based on a sincerely held religious belief, may request a reasonable accommodation. Brookings policies on masks and other pandemic mitigation measures will continue to be informed by DC and CDC guidelines.
Responsibilities:
The Program Coordinator will perform a broad range of Human Resources (HR) and Operations administration within Brookings Metro. They will manage the schedule for the Interim Vice President (VP) of Metro and serve as support for the Senior Program Staffing Manager on day-to-day transaction processing, scheduling, learning and development, staff engagement, and other duties as assigned.
Operations Coordination (40%)
Human Resources Coordination (40%)
Education/Experience Requirements:
Associate degree required; bachelor’s degree preferred. Minimum two years of relevant work experience required. A successful candidate will have full-time work experience that demonstrates professionalism, strong organizational skills, an ability to perform and prioritize multiple tasks seamlessly and with exceptional attention to detail. Work experience as an executive assistant in a fast-paced public or nonprofit sector office (e.g., government, non-profit, or policy/political organizations) strongly preferred. Must be authorized to work for any employer in the US.
Knowledge/Skills Requirements:
High level of attention to detail required especially as it concerns data accuracy and task management; strong administrative, organizational, and time management skills required; excellent communication skills required; knowledge of Microsoft Office 365, with proficiency in Excel, required; ERP, CRM/Salesforce, and Concur knowledge preferred. Must be a mature, reliable, self-motivated, team player who gets along well with a variety of personality-types and can work independently. Must be flexible and capable of working in a fast-paced environment with shifting and competing priorities. Extreme honesty and discretion required, with the ability to appropriately handle confidential information. Occasional work may be required outside of standard business hours.
What can we offer you? Brookings provides a generous benefit package that is comprehensive and includes both traditional benefits and unique offerings.
Brookings requires that all applicants submit a cover letter and resume. Please attach your cover letter and resume as one document when you apply. Please note: if you have applied to more than one Brookings job opening you should add a position-specific cover letter as a separate attachment.
Successful completion of a background investigation is required for employment at Brookings.
Brookings welcomes and celebrates diversity in all its forms. We welcome applications that reflect a variety of backgrounds based on ideology, race, ethnicity, religion, gender, sexual orientation, gender identity or expression, disability, veteran status, first generation college goers, and other factors protected by law. Brookings is proud to be an equal-opportunity employer that is committed to promoting a diverse and inclusive workplace.
Join one of the most influential, most quoted and most trusted think tanks!
The Brookings Institution is a nonprofit public policy organization based in Washington, DC. Our mission is to conduct in-depth research that leads to new ideas for solving problems facing society at the local, national and global level.
We bring together leading experts in government and academia from all over the world, rooted in open-minded inquiry and representing diverse points of view, who provide the highest quality research, policy recommendations, and analysis. Research topics cover a full range of public policy issues in economics, foreign policy, development, governance and metropolitan policy.
With fair and transparent business practices, clear communication, mutual respect, and a collaborative atmosphere that offers both professional and personal development opportunities, Brookings offers an inclusive and welcoming workplace that values the efforts of all contributors.
Brookings Metro delivers research and solutions to help metropolitan leaders build an advanced economy that works for all. To learn more, please visit brookings.edu/metro. Follow us on Twitter at twitter.com/brookingsmetro.
Position Location:This position is hybrid. Hybrid positions combine regular in-person presence at our Washington, DC office with the option of at least two days of remote work each week.
Vaccine Policy: Brookings requires all staff and visitors to submit proof of complete vaccination against COVID-19 to be in Brookings buildings.
Individuals that (i) have a qualifying medical condition that contraindicates a COVID-19 vaccination, or (ii) who object to being vaccinated based on a sincerely held religious belief, may request a reasonable accommodation. Brookings policies on masks and other pandemic mitigation measures will continue to be informed by DC and CDC guidelines.
Responsibilities:
Ready to contribute to Brookings success?
The Program Coordinator will perform a broad range of Human Resources (HR) and Operations administration within Brookings Metro. They will manage the schedule for the Interim Vice President (VP) of Metro and serve as support for the Senior Program Staffing Manager on day-to-day transaction processing, scheduling, learning and development, staff engagement, and other duties as assigned.
Operations Coordination (40%)
- Serves as a Metro ITS Liaison, ensuring program staff have the ITS tools and support they need to succeed. Coordinates the sharing of information between BTech and the program; serves as honest broker between BTech and the program; ensures ITS work tickets are submitted and processed in a timely way.
- Provides office management services, including working with the Senior Program Staffing Manager on the assignment of workspace; and serving as primary point-of-contact for organizing, maintaining, and ordering supplies for the program, including anticipating staff needs and managing inventory.
- Serves as a point of contact for the facilities needs of the program along with the Senior Program Staffing Manager. Ensures facilities work tickets are submitted and processed in a timely way; and maintains facilities tracking in ERP system.
- Drafts correspondences, composes memos, mailings, and cover sheets as required. Serves as the meeting scheduler for the operations team. Serves as a note taker at meetings as required.
- Develop process documents/standard operating procedures (SOPs) for Brookings Metro to clarify and streamline existing procedures.
- Tracks technology equipment inventory.
- Assists in developing and maintaining the program’s SharePoint page.
- Supports the implementation of Workday, the ERP system, including providing training for new and existing staff.
Human Resources Coordination (40%)
- Coordinates the recruitment process, including scheduling interviews, managing job simulation exercises, and conducting phone screens and references as required.
- Performs tasks related to onboarding staff and interns including scheduling meetings/trainings, preparing onboarding materials, maintaining Workday records and coordinating with ITS and Facilities on the resources needed for new employees.
- Coordinates with Senior Program Staffing Manager to ensure new staff are set up in SharePoint, Teams, Workday, and other program-standard software.
- Processes HR paperwork and requests in a timely manner, prioritizing key deadlines, and the needs of program/institution wide partners.
- Assists with Staff Engagement to foster an environment of belonging among all Metro Staff. Supports staff engagement activities including logistics and arranging catering for programs, events, and meetings.
- Coordinates professional development opportunities and training for staff.
Scheduling and Administrative Support (20%)
- Serves as central point of contact for internal and external requests to the Interim VP’s office, answering questions in a timely way, following up when further information is needed or requested, making scheduling recommendations, and ensuring proactive support of the Interim VP.
- Schedules and coordinates internal and off-site meetings as requested by the Interim VP or Deputy Director, including recurring staff meetings and other periodic events.
- Evaluates and discusses requests for meetings and engagement with the Interim VP and Deputy Director and ensures both calendars are always up to date.
- As requested, manages email and phone calls on behalf of the Interim VP, greets and receives visitors and staff, and serves as liaison for the Interim VP’s office to Metro and other parts of Brookings.
- Manages the Interim VP’s scheduling prioritization system - including input from the senior leadership team and Deputy Director - to process requests for out-of-town speaking engagements, media interviews, and meetings with key civic leaders, local elected officials, funders, and scholars.
- Maintains key address, contact, distribution lists, and activity tracking in Salesforce database system, for those contacts that are most relevant to the Interim VP’s work.
Ready to make an impact? In this role, you will support Brookings values of collegiality, respect, inclusion, diversity and community, and bring the following qualifications:
Education/Experience Requirements:
Associate degree required; bachelor’s degree preferred. Minimum two years of relevant work experience required. A successful candidate will have full-time work experience that demonstrates professionalism, strong organizational skills, an ability to perform and prioritize multiple tasks seamlessly and with exceptional attention to detail. Work experience as an executive assistant in a fast-paced public or nonprofit sector office (e.g., government, non-profit, or policy/political organizations) strongly preferred. Must be authorized to work for any employer in the US.
Knowledge/Skills Requirements:
High level of attention to detail required especially as it concerns data accuracy and task management; strong administrative, organizational, and time management skills required; excellent communication skills required; knowledge of Microsoft Office 365, with proficiency in Excel, required; ERP, CRM/Salesforce, and Concur knowledge preferred. Must be a mature, reliable, self-motivated, team player who gets along well with a variety of personality-types and can work independently. Must be flexible and capable of working in a fast-paced environment with shifting and competing priorities. Extreme honesty and discretion required, with the ability to appropriately handle confidential information. Occasional work may be required outside of standard business hours.
Additional Information:
What can we offer you? Brookings provides a generous benefit package that is comprehensive and includes both traditional benefits and unique offerings.
Brookings requires that all applicants submit a cover letter and resume. Please attach your cover letter and resume as one document when you apply. Please note: if you have applied to more than one Brookings job opening you should add a position-specific cover letter as a separate attachment.
Successful completion of a background investigation is required for employment at Brookings.
Brookings welcomes and celebrates diversity in all its forms. We welcome applications that reflect a variety of backgrounds based on ideology, race, ethnicity, religion, gender, sexual orientation, gender identity or expression, disability, veteran status, first generation college goers, and other factors protected by law. Brookings is proud to be an equal-opportunity employer that is committed to promoting a diverse and inclusive workplace.
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