Senior Associate, Program Coordination and Services (Operations Liaison)
- Job posted by The Pew Charitable Trusts
District of Columbia
The Pew Charitable Trusts is driven by the power of knowledge to solve today's most challenging problems. Pew applies a rigorous, analytical approach to improve public policy, inform the public and invigorate civic life.
We are an independent nonprofit organization – the sole beneficiary of seven individual trusts established between 1948 and 1979 by two sons and two daughters of Sun Oil Company founder Joseph N. Pew and his wife, Mary Anderson Pew.
Our work lays the foundation for effective policy solutions by informing and engaging citizens, linking diverse interests to pursue common cause and insisting on tangible results. Our projects encourage efficient, responsive governments – at the local, state, national and international levels – serving the public interests.
With offices in Philadelphia, Washington DC, Australia, Brussels and London, and with additional staff in other regions of the United States and around the globe, Pew provides an exciting learning environment and the opportunity to work with highly talented individuals. We are a dynamic, rapidly evolving organization that values creativity and innovative thinking and fosters strong teamwork with mutual respect.
Program Coordination and Services
Pew's program coordination and services unit supports program-wide efforts for the department's 40-plus projects to make Pew's work more efficient and effective. The team leads external partnerships with operations units to strengthen personnel management and reporting structures, refine program's management of budgets, grants, and contracts, and implement rules and systems to guide Pew's work as the organization continues to evolve. Program coordination and services also oversees key cross-cutting program functions. The team draws on best practices from across program. The unit also advises program's leadership team on ways to foster greater collaboration and synergies across the seven portfolios and apply standards and procedures in a consistent manner.
The senior associate, who reports to the project director, will serve as the primary program coordination and services point of contact for staff in Research and Science, Environment-Americas, Environment-International, and Philadelphia. For these portfolios, the senior associate will serve as a key point of contact for staff on operations-related questions and “how to” requests, facilitate HR-related processes within program, and budget for and monitor departmental TOP related headcount and expenditures. With a cross-portfolio lens, the senior associate will apply comparable knowledge to advise projects on best practices from other teams within program.
To support the unit's role in overseeing key cross-cutting program functions and establishing and managing internal program systems, the senior associate will develop tracking systems, conduct cross-cutting analysis of program data, and develop presentations that synthesize data and recommendations for key stakeholders. The senior associate will also work with the team to establish and communicate program-wide protocols and processes and identify areas where processes and protocols could be more streamlined while ensuring necessary reviews and approvals are in place.
The candidate will work closely with administration (including organizational continuity management and real estate services) to provide operational support to staff in remote offices and coordinate program requests (e.g., seating). With program coordination and services team, the senior associate will address operational gaps and risks across the program division, troubleshoot and collaborate with program and operational units, and establish, communicate, and enforce program-wide policies and procedures.
This role will require the candidate to develop an understanding of institutional and program-specific policies and procedures, foster strong relationships across functional areas, and maintain knowledge of the organization. The senior associate will work in tandem with a second senior associate, program coordination and services, who is assigned to the other three program portfolios.
- Provide day-to-day leadership in tracking and communicating human resources needs and serving as a key point of contact for HR's business partners for Environment-Americas, Environment-International, Research and Science, and Philadelphia.
- Support cross-cutting program and operations issues more broadly, as the unit evolves.
- Facilitate HR-related processes for these portfolios, including developing and refining job descriptions in coordination with hiring managers, confirming headcount availability, and finalizing and submitting job postings to HR; maintaining a database of program job descriptions; coordinating workforce planning activities for new and renewing projects; helping make structural changes as needed by applying comparable knowledge to advise projects on best practices from other teams within program; and working with program and HR to negotiate project and institutional needs and find solutions.
- Help facilitate the awards and promotion processes across teams.
- Point of contact for staff within the aforementioned portfolios for operations-related questions or “how-tos” when answers cannot be found elsewhere.
- Support supervisor by providing day-to-day support for program's departmental TOP budget, helping to budget for and monitor spend and headcount for the four portfolios mentioned above.
- Maintain a comprehensive understanding of projects; staffing plans; major inflection points (e.g., wind downs, spin-offs, end dates); and raise issues/opportunities with management.
- With supervisor, support operational aspects of project changes (e.g., development of talking points, refinement of checklists for project start-ups and wind downs based on best practices).
- Manage conflict of interest and sponsorship submissions within program.
- With supervisor, monitor and support program's cadre of administrative staff for workload, training needs, and facilitating the communication of best practices.
- Support special projects as assigned to conduct cross-cutting analysis of program data.
- Develop presentations, dashboards, and tracking systems that synthesize data and recommendations for stakeholders, including program's senior management team and the executive vice president;
- Provide operational support to staff in remote locations. As needed, help oversee remote office leases, coding, renewals, and payments.
- With supervisor, support evaluations of programmatic and operational needs for opening and closing remote offices. Facilitate collaboration across departments when opening and closing remote offices.
- With supervisor and team, establish and communicate division policies and procedures, including internal approval processes and protocols for HR, IT, travel, international office, and research services-related activities.
- Facilitate staff training as needed.
- Participate in department and project related activities and staff meetings. Manage other special projects as needed.
- Bachelor's degree and a minimum of four years of relevant professional experience; operations experience strongly desired.
- Strong project management experience, and knowledge of headcount tracking and other human resource budgetary functions.
- Experience with budget development, review and monitoring; proficiency with Excel.
- Strong problem-solving and analytical skills, including the ability to develop, review and synthesize data such as surveys and reviewing staff usage of Pew's enterprise systems.
- Keen attention to detail and outstanding organizational skills. Able to balance multiple priorities, organize time and work autonomously on discrete projects.
- Strong written and oral communications skills, including demonstrated ability to summarize complicated issues in a clear, effective writing and presentation style.
- Ability to work professionally and collegially within a creative, fast-paced corporate culture that emphasizes excellence and teamwork.
- Strong interpersonal skills, including the ability to develop and manage productive relationships with staff, consultants and partners. Ability to work collaboratively with various departments, individuals, and external partners.
- Self-directed and accepts full responsibility for completing assignments and resolving issues. Ability to think proactively, take initiative and see tasks through to completion with appropriate follow-up.
- Ability to understand organizational structure and work through administrative systems and processes.
- Knowledge of and demonstrated proficiency in the use of the Microsoft Office suite of products (specifically Word, Excel, Visio, and PowerPoint).
Compensation and Benefits
As this is a full-time position, we offer a competitive salary and complete benefit program, including: comprehensive, affordable health care through medical, dental and vision coverage; financial security with life and disability insurance; opportunities to save using health savings and flexible spending accounts; retirement benefits to help prepare for the future; and work/life benefits to help you maintain a good balance.
The Pew Charitable Trusts is an equal opportunity employer, committed to a diverse and inclusive workplace. Pew considers qualified applicants for employment without regard to age, sex, ethnicity, religion, disability, marital status, sexual orientation or gender identity, military/veteran status, or any other basis prohibited by applicable law.
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Minimum Education Required