Program Administrative Specialist

Job Type

Full Time




New York
New York
New York

United States


Program Administrative Specialist, International Migration Initiative, New York, Deadline: 06 10 2018
The work of the International Migration Initiative (IMI) is organized around the four program areas below. To achieve our goals, we make grants, advocate, create multi-stakeholder partnerships, and engage with actors across a broad range of sectors, including civil society, national and local governments, international organizations, faith groups, and the private sector.

IMI's program areas are:
  • 21st Century Protection : Our goal is to renew support in select countries for the protection of refugees and vulnerable migrants, by demonstrating how reforms and new operational models can improve upon and complement the existing system.
  • Fair Work : Our strategy aims to improve government policies and business practices to ensure a fair deal for migrant workers; challenge the culture of impunity by expanding migrants' access to legal remedies; and build a broader, more resilient field of civil society actors to elevate migrant voices and shape policymaking.
  • Welcoming & Integrated Societies : We work closely with local governments to promote innovative integration policies, and also support welcoming initiatives that bridge natives and newcomers. We pay close attention to the concerns of host communities and aim to strengthen their role in integration.
  • Advocacy & Special Initiatives : This work cuts across our substantive program areas, using vigorous advocacy, multi-stakeholder partnerships, and engagement with the private sector to advance our goals.

    We are currently seeking a Program Administrative Specialist to support the Welcoming and Integrated Societies (WIS) division of the International Migration Initiative (IMI). Global in scope, WIS focuses on supporting local and community-driven efforts towards welcoming and integrated societies, in which diversity is an asset - both real and perceived. Buttressed by the Open Society Foundations (OSF) network, our work involves engaging strategically with national and local governments, civil society, international organizations, faith groups, and the private sector. We do so through grant making, fellowships, advocacy, research and analysis, and by helping to build multi-stakeholder partnerships. Based in New York, WIS is part of IMI's international team, which operates out of three locations (and two countries: US and UK), working with internal and external partners around the world.

    Job Profile

    The Program Administrative Specialist will serve as the principle point of contact performing administrative and operational matters within the Welcoming and Integrated Societies (WIS) Division of the International Migration Initiative (IMI), and as a member of the administrative team providing more general administrative support to the work of the IMI.

    Essential duties and responsibilities include the following and/or similar activities:
  • Provides administrative support for WIS grant making activities and contracts. This may include: managing and processing agreements with vendors and consultants (including negotiating terms and conditions, inputting data, tracking payments, and closing out contracts); creating and monitoring grant proposal records; managing administrative process for individual and organizational grantmaking; liaising with relevant OSF departments (e.g. Legal, Grantmaking, Budget Office) when necessary; and reviewing documents for compliance and accuracy
  • Assisting in event planning and managing related travel, logistics, and budgets, including tracking budgets, coordinating travel, liaising with vendors (e.g. hotel and/or conference location staff, caterers, tech support, event planners, translators, etc.), and processing related contracts or vendor agreement
  • Managing the WIS Division Director's calendar and the WIS team calendar. This may include: scheduling calls and meetings, setting up connection details, managing all related logistics needed for set-up and daily/hourly troubleshooting, assisting in room reservations, and other logistical matters
  • Coordinating all WIS-related travel (for senior staff and participants in WIS meetings) including processing travel requests and expense reports of Division Director; obtaining visas; scheduling flights/trains/ground transportation and accommodation; and preparing travel documents, schedules, and background materials.
  • Contributes highly quality and timely administrative support to the wider IMI team, by helping to ensure all requests are handled professionally and transparently
  • Taking meeting or call minutes as requested
  • Staying abreast of relevant OSF policies and compliance requirements.
  • Assisting in other ad-hoc matters as requested (including document editing; drafting correspondence, summaries, or background materials; outreach tracking etc.)

Candidate Profile

Our ideal candidate is rigorous and detail-oriented; collegial and collaborative; proactive and resourceful; punctual, responsible, and dependable; with a superior sense of discretion and judgement. Excellent communication and relationship-building skills are required. We are implementing a variety of projects and initiatives, so our ideal candidate would be able to prioritize, and balance multiple assignments. Professional experience and personal interest in philanthropic work is an asset. Superb written and oral English is expected. Fluency in a second language is not a requirement but welcome. Our ideal candidate will enjoy maintaining order, in the face of changing deadlines and requirements. A knack for creating internal tracking systems and fluency in Excel are also expected.

Additional qualifications include the following:
  • Applicable administrative and/or operational experience (at least 3-4 years of relevant experience with knowledge of the philanthropic sector as an asset but not a requirement)
  • A demonstrated commitment to administrative support, with excellent communication skills, sensitivity to cultural communication differences, and ability to interact with colleagues from diverse backgrounds in designing and improving administrative support system
  • 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. Experience making administrative and procedural decisions and judgments on sensitive and confidential issues
  • Superior written, verbal, organizational, and analytical skills
  • Demonstrated aptitude or proficiency with the office technology used by OSF, including Microsoft Office Suite, as well as the ability and willingness to learn new proprietary software systems (such as Salesforce, Concur, and Box)
  • Basic competencies in budgeting
  • High level of self-motivation and strong work ethic; at ease working independently when necessary
  • Aptitude to work with flexibility, creative thinking, non-traditional approaches, entrepreneurship, and diplomacy, both individually and as part of a team
  • A patient, diplomatic disposition in interacting with senior management, co-workers and the general public
  • Fluency in second language is an asset, but not a requirement
  • Experience in issues related to refugees and migration, while helpful, is not required; however, a strong interest in learning about these issues is essential

Application instructions: Please include a cover letter and resume, and upload as one document when submitting an application.

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.

Professional Level

None specified

Minimum Education Required