Senior Projects and Administrative Coordinator

Status: Full - Time, Non-Exempt

Location: Remote 

Application Deadline: September 16, 2024

For consideration, please attach your Cover Letter and Resume to the online application in addition to answering the Application Questions.

Summary of the Division

The American Friends Service Committee’s (AFSC) Division of Global Cohesion is charged with making real AFSC’s commitment to greater collective impact across our global program portfolio. Global Cohesion provides the support and resources that ensure shared analysis, strategies, and learning, and various forms of collaboration across AFSC’s programs and thematic program commitments.

Summary of Principal Responsibilities:

The Senior Projects and Administrative Coordinator is responsible for managing key projects that build coordination and cooperation across AFSC’s global program portfolio. The Coordinator provides high-level administrative support to the Associate General Secretary (AGS) to ensure the smooth functioning of the Global Cohesion Division. The Coordinator will support virtual and in-person meeting coordination and logistics planning and will develop and maintain systems for divisional records management. The Coordinator will provide support to the AGS for creating and maintaining the division's financial and administrative processes, and will facilitate timely, effective communication among staff in the Global Cohesion Division.

Essential Functions/Responsibilities: 

The key responsibilities of the Senior Projects and Administrative Coordinator include the following:

Project Coordination & Support

1. Develop an understanding of complex internal organizational processes and promote and support systems for coordination and cooperation across AFSC.
2. Coordinate the development and maintenance of a global program meeting calendar and support Thematic and Global Cohesion division directors in scheduling meetings and convenings.
3. Create and maintain updated information for the Global Cohesion Division on AFSC’s intranet/Share Point site and Teams groups with a focus on timely, transparent, and responsive information for the organization on Global Cohesion priorities and projects.
4. Manage searches for consultancies and act as AFSC’s organizational liaison with consultants and others doing short term work in or on behalf of Global Cohesion.
5. Assist the AGS and Thematic Directors in providing support for AFSC’s thematic hubs.
6. Lead or participate in other special projects, as necessary.

Financial Support

1. Act as a liaison between the Global Cohesion division and Finance Department.
2. Support the AGS for Global Cohesion in the development and monitoring of the Global Cohesion budget using Microsoft’s Business Central software and Excel reports.
3. Prepare and distribute income & expense (I&E) financial reports using the Business Central software system as needed.
4. Provide support to Global Cohesion’s departmental directors in reviewing, interpreting, and monitoring I&E reports and developing and monitoring budgets as needed.
5. Ensure divisional compliance with AFSC financial policies and procedures.
6. Maintain financial records and systems to ensure timely and accurate payments and reconciliation of credit cards, invoices, contracts, and other financial items.

Administrative and Logistical Support

1. Support the AGS with administrative tasks and projects, including compiling, tracking, and following up on decision items and reports for the AGS.
2. Provide administrative support for Global Cohesion meetings, arrange for multi-language interpretation as needed, manage meeting recordings, and distribute meeting notes, and implement a system to ensure timely action on decision items.
3. Coordinate and/or support logistical arrangements (meeting space, interpreters, video/teleconference connections, accommodations, travel, and food) for convenings for the Global Cohesion division and the Global Thematic Hubs, governance committees, working group or task force face-to-face and virtual meetings.
4. Support the AGS for Global Cohesion by acting as a liaison with central office units such as IT and the Human Resources Department and providing high-level administrative support for recruitment, searches, orientation, and related tasks.
5. Assist the AGS with communication and engagement with governance committees as needed.

Minimum Qualifications

Education: Bachelor’s degree in relevant field or equivalent work experience in lieu of degree.

Experience:

At least five years in a progressively responsible administrative position, creating and implementing administrative systems, demonstrating initiative and strong critical thinking to provide efficiently organized, anticipatory support for senior management.

Experience managing and supporting complex projects.

1. Experience with financial monitoring; nonprofit financial experience preferred.
2. Strong analytic abilities and demonstrated ability to think creatively and engage in complex problem-solving. Detailed and thorough approach to organizing tasks and carrying them out.
3. Experience planning events and in-person, multi-day meetings highly desirable, including identifying affordable hotels, meeting spaces and caterers; negotiating contracts; and managing guest/participant experience, including hotel room-block reservations, menu planning, coordinating with vendors and support staff, supporting set-up and clean-up, and other attendant responsibilities.
4. Experience with travel management desirable, including with using and understanding online and business travel booking tools.

Other Required Skills and Abilities:

1. Experience with social change/social justice work highly desirable.
2. Fluency in written and spoken English; demonstrated ability to compose and edit materials for internal and external use in English. Experience in effectively and respectfully conversing and corresponding with staff and vendors around the world whose primary language is not English. Fluency in one other United Nations language desirable, especially Spanish.
3. Advanced skill in use of Microsoft software applications, including Word, Excel, Outlook, Teams, and PowerPoint is required. Experience with Adobe Acrobat and Microsoft Share Point is highly desirable. Must be willing to learn other software applications as needed.
4. Experience in supporting and hosting online meetings, including in Teams and Zoom.
5. Demonstrated ability to maintain confidentiality.
6. Dependability in meeting regular work hours and the ability to work flexible hours to meet the needs of AFSC programs in various international and US time zones; preference for candidates whose regular working hours are 8:00am to 4:00 pm PT.
7. Ability to attend occasional weekend meetings, virtually or in person.
8. Ability to travel occasionally within the US and less frequently internationally.
9. Commitment to Quaker values and testimonies. Understanding of and compatibility with the principles and philosophy of the American Friends Service Committee including non-violence and the belief in the intrinsic worth of every individual.
10. Understanding of and commitment to the principles, concerns, and considerations, of AFSC regarding issues of race, class, nationality, religion, age, gender and sexual orientation, and disabilities. Demonstrated ability to work and communicate with diverse staff.

Compensation: Salary Family - Program Support Coordinator II – ($56,502-$83,140) - Exempt – Comprehensive medical and hospitalization plan; term life, accident, and salary continuation insurances, defined benefit pension plan, plus fringe benefits; participation in unemployment and worker’s compensation and social security.

The American Friends Service Committee is an Affirmative Action/Equal Opportunity Employer. Qualified persons are encouraged to apply regardless of their religious affiliation, race, age, sex, gender identity, sexual orientation, or disability.

The AFSC’s Central Office and some of its offices in the U.S. are unionized workplaces. This position is not represented.

The American Friends Service Committee is a smoke-free workplace.