Administrative and Operations Coordinator

What if the next step in your career was to join one of the world’s premier public policy organizations on migration to serve an essential role on a close-knit, dynamic team? We seek a highly organized and versatile early-career professional to join our team in Washington, DC in a critical role that provides support for a mix of Finance, Administration, Human Resources (HR), and Information Technology (IT) functions, in coordination with MPI’s professional offsite Finance, HR, and IT providers. This position serves as a critical liaison between staff, external service providers, and management, handling a wide range of responsibilities including financial and administrative support, some HR duties, and management of IT support. This role offers a unique opportunity to gain broad experience across multiple business functions while playing a key part in ensuring the smooth operation of our organization.

The ideal candidate will be adept at multitasking, be able to demonstrate strong attention to detail, and have the capacity to develop new skills, as well as possess excellent communication skills to effectively manage relationships with various stakeholders. You should have some prior experience with basic financial accounting, as well as nonprofit operations, and be willing to learn and contribute.

About MPI

The Migration Policy Institute (MPI) is an independent, nonpartisan think tank that seeks to improve immigration and integration policies in the United States and globally through authoritative research and analysis, opportunities for learning and dialogue, and the development of new ideas to address complex policy questions. MPI is committed to recruiting, hiring, developing, and retaining staff at all levels who reflect the breadth of experiences, backgrounds, and perspectives in the countries where we work. MPI is committed to making sure that staff members of all backgrounds work in an inclusive, equitable environment. 

Duties and Responsibilities

Financial Support

MPI is seeking administrative assistance in coordinating between staff and a team of professional accountants who manage MPI’s finances. Duties in this role, guided by MPI senior staff and the accountants, include:

• Financial Coordination: Maintain communication between staff and the offsite financial advisory and accounting team.
• Banking and Accounting System Support: Deposit checks, monitor bank accounts, track payments, enter financial data into the financial system, create new account codes, and generate reports for financial transactions.
• Accounts Payable and Credit Management: Manage invoices and vendor information in an online system, generate credit card transaction reports, and coordinate expense form collection.
• Grant Management and Reporting: Track grant deadlines, assist with gathering documents for grant proposals, and provide vendor support regarding payments and banking information.

Human Resources Support

MPI seeks support in coordinating between staff and offsite HR services and providing some supplemental HR support. Duties in this role include:

• HR Liaison: Serve as the primary point of contact between staff and offsite HR services and a compliance consultant for getting answers to payroll, benefits, and retirement inquiries.
• HR Recruitment Support: Assist with occasional staff hiring processes, including job description development, job posting, and some preliminary application screening.
• Benefits Administration: Manage monthly payments for health insurance and other benefits providers, coordinate with external HR team on benefit-related issues, and ensure timely and accurate processing of benefit-related transactions.
• Timesheet Management: Oversee the timesheet process, including updating monthly templates and grant codes; distributing to staff, collecting, and uploading completed timesheets.

IT Liaison

MPI has an offsite professional IT service provider and seeks someone to help coordinate between staff and that service provider, to help MPI staff with minor, easily resolvable IT issues, and to manage physical computer-related equipment. Duties would include:

• IT Vendor Management: Oversee relationship with offsite IT managed service provider, ensuring that regular network, cybersecurity, and software updates are carried out, and optimizing overall IT capabilities.
• Equipment and Procurement: Manage office IT equipment, maintain inventory, and oversee cost-effective procurement of new hardware and software.
• Technical Support and Onboarding: Provide basic IT support to staff, coordinate with external IT support, and assist with technology setup and training for new hires.

Administrative Coordination

MPI also seeks help with basic office duties, including:

• Office Coordination: Serve as liaison with building management and subtenant to facilitate smooth office operations; route general voicemails to appropriate staff.
• Supplies Management: Review and purchase office supplies.
• Mail Handling: Collect, review, and distribute mail.

Required Skills

• Bachelor’s or master’s degree in business administration, accounting, or related field
• Experience with accounting software such as Sage Intacct or QuickBooks
• Basic familiarity with HR processes and payroll systems
• Proficiency with Microsoft Office Suite, especially Excel
• Basic understanding of accounting principles and financial reporting
• Ability to maintain confidentiality and handle sensitive information
• Strong organizational and multitasking abilities
• Excellent attention to detail and accuracy
• Strong written and verbal communication skills

Preferred Skills

• Knowledge of grant management and reporting
• Experience with vendor management and procurement processes
• Understanding of basic IT infrastructure and cybersecurity concepts
• Familiarity with office administration procedures
• Ability to learn quickly and adapt to new technologies and processes
• Strong interpersonal skills and ability to work with diverse stakeholders
• Proactive problem-solving approach
• Flexibility and willingness to take on various responsibilities as needed

Salary and Benefits

This position comes with a competitive salary commensurate with skills and experience and generous benefits package, including health and retirement benefits. The starting salary is between $65,000-$70,000 depending on education and prior experience.

Details

This position will report to MPI’s President. The job is based in MPI’s office in Washington, DC, with the potential for remote work up to 2 days a week.

The Migration Policy Institute is an Equal Opportunity Employer and does not discriminate on the basis of race, gender, ethnicity, sexual or gender orientation, religion, or physical ability. We value a diverse work environment and welcome applications from all candidates who meet the requirements for the position.