The Associate Director of the Foreign Policy program’s Security and Strategy team (S-Team) provides high-level administrative and project management with a focus on budgeting, finance, and administration of projects across the cluster, including Defense and Deterrence, Order and Strategy, Transnational Challenges and Stabilization, and the Federal Executive Fellows programs. The Associate Director reports to the vice president and director of the Foreign Policy program (FP VP), and works closely with the FP VP and FP’s Finance, Development, Communications, and Administration staffs to lead budget development and compliance, facilitate funding proposals and reporting, and oversee staff operations and management. The Associate Director is responsible for maintaining a detailed and up to date tracking matrix of activities, planned outputs, and events, for use in developing concept notes, impact planning, and communications planning.
Finance and Development (60%)
- Works with Security and Strategy director and FP Finance team to develop and monitor annual budgets, and individual budgets for special events, for all projects within the cluster.
- Works with FP Finance team to create and submit revised budgets during the course of the year.
- Ensures compliance with established budgets within team projects; works closely with appropriate Security and Strategy scholars and staff to maintain awareness of activities, budgets, and spending.
- Works with appropriate S-Team staff, and FP Finance and Admin staffs, to compose, review, and monitor all cluster contracts with affiliates and vendors.
- In coordination with appropriate staff, ensures that all invoices and payments are processed quickly and accurately.
- Assists director, scholars, and FP Development staff in identifying and prioritizing fundraising needs to support the team’s activities.
- Works with the FP Vice President and FP Development staff to create and implement fundraising goals and strategies to cultivate and steward individual, corporate, foundation, government, and other donors.
- Works closely with FP Development staff to prepare concept notes, proposals, and applications for grants, contributions, and other support to team projects.
- Works with FP Development staff and team scholars to ensure all grant requirements are fulfilled.
- Works with FP Development staff to create narrative and financial reports for grants and contributions, and ensures that reporting deadlines are met.
Operations and Staff Management (40%)
- Serves as representative of S-Team to FP and other Brookings staff on behalf of the director when requested; communicates with FP management, including the FP Vice President and management team members as necessary, regarding operations and programming.
- In coordination with FP Finance, Development, Communications, and Administration staffs, serves as S-Team's main point of contact with Office of General Counsel, Office of Financial Services, and Office of Communications.
- Coordinates with FP Management to remain informed of Brookings policies and procedures, and disseminates developments to all S-Team members.
- Manages S-Team operations; provides guidance and direction to staff; ensures support for all team staff and affiliates.
- Supervises Security and Strategy staff in the planning, coordination, and implementation of major events; directs and oversees staff in the organization of conferences and meetings (both in Washington, DC and elsewhere), including logistical arrangements such as hotel accommodations and travel for conference participants.
- With FP Management, FP Communications, and appropriate S-Team staff, ensures that publications by scholars, visiting fellows, and contractors are published accurately, on time, and within budget.
- Works with FP Communications and S-Team staff to advance and implement an effective outreach and impact strategy.
- Works with FP Administration to coordinate recruitment/hiring, orientation, and renewal process (as necessary) for all new S-Team employees and affiliates.
- Manages special projects and initiatives as needed.
Bachelor’s degree required; Master’s degree in international relations, political science, or related area is preferred. Depending on the level of hire, this position requires a minimum of 5-8 years of relevant professional experience, including experience in project management, budget analysis, and development. Experience working with policy issues and with high-level personnel is strongly preferred. Proven interest and experience in U.S. national security and defense policy issues is preferred. Must be currently authorized to work for any employer in the U.S.
The Associate Director must demonstrate management experience and leadership ability; superior organizational and multi-tasking skills; attention to detail; strong interpersonal skills; and poise, discretion and mature judgment. Supervisory experience is required. Demonstrated knowledge of U.S. national security and defense policy issues is strongly preferred. Must be a mature, self-motivated, team player who works well with little or no supervision and gets along well with a variety of personality types. Strong oral and written communication and listening skills, and ability to provide feedback while respecting the abilities of others are required. The Associate Director must be articulate, persuasive, polished, and collegial with ability to successfully interact with high-level individuals in diverse settings. Must be flexible and capable of working in a fast-paced environment with shifting and competing priorities, must be honest and discreet. Ability to effectively utilize all software utilized in contemporary office environment is required. PeopleSoft skills and knowledge preferred.
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