Administrative Coordinator
Open Society Foundations - New York, NY

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The Open Society Foundations work to build vibrant and tolerant societies whose governments are accountable and open to the participation of all people.

We seek to strengthen the rule of law; respect for human rights, minorities, and a diversity of opinions; democratically elected governments; and a civil society that helps keep government power in check.

We help to shape public policies that assure greater fairness in political, legal, and economic systems and safeguard fundamental rights.

We implement initiatives to advance justice, education, public health, and independent media.

We build alliances across borders and continents on issues such as corruption and freedom of information.

Working in every part of the world, the Open Society Foundations place a high priority on protecting and improving the lives of people in marginalized communities.

The Open Society Foundations U.S. Programs (USP) seeks a motivated and experienced administrative coordinator to provide essential support for programs that promote social justice and open society in the United States. We believe that highly effective administrative and finance operations are vital to the success of our programmatic work to support social change.

Purpose of Position
The administrative coordinator is part of the U.S. Programs Finance and Administration team, which provides essential support for a number of grant making programs within the USP. As one of three administrative coordinators, this position will directly support a specific group of programs, as well as the centralized functions of the U.S. Programs Finance and Administration team.

The administrative coordinator is responsible for ensuring that the programs have accurate and up-to-date accounting of program administration expenses and can easily monitor their program budgets. Additionally, the administrative coordinator oversees all travel, logistics, and meeting planning for the programs, coordinating with the Open Society Foundations’ travel agency and events and facilities departments.

The administrative coordinator manages all contracts and acts as administrative liaison with the Open Society Foundations’ legal and finance departments for USP Funds and Campaigns.

The administrative coordinator will report to the deputy director. The USP Finance and Administration team collaborates with the Grant Making Operations team, all of whom report to the deputy director of U.S. Programs.

The administrative coordinator is part of the finance and administration team, which provides essential operational support to U.S. programs as well as team centralized functions. Work is carried out under general supervision.

Essential Duties & Responsibilities
The Open Society Foundations may add, change, or remove essential and other duties at any time.
  • Monitor and track all administrative spending
  • Maintain updated financial records and assist finance and administration manager with monthly and yearly forecast
  • Assist finance and administration manager in the preparation of USP annual budget
  • Act as point person to address and direct budget and other administrative questions
  • Process bill payments for assigned programs, e.g., American Express payments for senior staff, consultant payments, and PRS payments
  • Coordinate travel arrangements for senior staff and meeting participants; process online travel authorizations, working with Open Society Foundations' travel agency
  • Coordinate the planning and logistics of program events, convenings, and conferences within and outside of the Foundations
  • Steward contracts (consultants, honoraria, expense letters, travel grants) through the approval process insuring compliance with the Foundations' policies and guidelines
  • Act as a liaison between U.S. Programs and the Foundations' legal and finance Departments
  • Coordinate requests/purchases of office supplies for program staff
  • Keep apprised of Foundations policies regarding travel, contract requirements and other administrative policies
  • Clarify and streamline processes to ensure maximum efficiency and compliance to the Foundations' policies
  • Attend program staff meetings as needed
  • Support the centralized operations of USP’s finance and administration team and manager
  • Perform other duties as assigned

Education / Experience
Bachelor’s degree from a four-year college or university and three to five years of relevant experience or training; or equivalent combination of education and experience.

Experience implementing systems in philanthropic organizations or nonprofits is helpful, particularly with agencies or foundations that deal in social justice issues.

Skills Required
  • Proven ability to work efficiently in a fast-paced environment; to troubleshoot and follow projects through to completion, consistently on schedule, without loss of attention to detail and budget
  • Excellent written, verbal, organizational, analytical and interpersonal skills
  • Excellent computer skills, proficient in Microsoft Office and experience with internet research
  • Excellent listening and communication skills with sensitivity to cultural communication differences
  • Excellent Microsoft Excel skills
  • Show discretion and ability to handle confidential issues
  • High level of self motivation and at ease working independently when necessary
  • Poised, works well under pressure and attentive to detail
  • Flexibility and willingness to work simultaneously on a wide range of tasks and projects and ability to prioritize tasks
  • Pleasant, diplomatic manner and disposition in interacting with senior management, co-workers and the general public

Program Specific Requirements
  • Budget and finance experience required
  • Comfortable learning new proprietary software systems
  • Deep knowledge of and versatility with Microsoft Excel

Work Environment and Physical Demands
Essential functions are typically performed in an office setting with a low level of noise. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Commensurate with experience. Excellent benefits package.

Application Instructions
Please email resume and cover letter with salary requirements.

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