Program Administrative Officer

Open Society Foundations
  • Location
    New York, New York
  • Sector
  • Experience
    Mid Career / Advanced
  • Apply by
  • Posted
    Mar 29

Position description

The Open Society Foundations’ U.S. Programs (USP) currently seeks a Program Administrative Officer. USP is committed to building a vibrant, inclusive, and more just society in the United States. Through grant making, the Soros Justice Fellowships, and a special reserve fund used as crises and unexpected opportunities arise, U.S. Programs seeks to promote full participation in the nation’s civic, political, and economic life—particularly for communities that are historically marginalized and vulnerable—and to ensure that the core institutions of civil society are effective and accountable to the public.

The work of U.S. Programs is organized around four central goals: a more inclusive and accountable American democracy; a fair criminal justice system; full political, economic, and civic participation of communities of color and immigrants; and equitable economic growth.
Job Profile
The Program Administrative Officer will be on the USP’s operations team. Reporting to the Director of Operations, the Program Administrative Officer will have a strong interface with each of the operational groups including Accounting, Budget, Human Resources, Information Technology, Legal, and Facilities. This post is characterized by a seasoned operations professional with knowledge of finance, budgeting, data manipulation and analysis, Information technology, Human Resources and Facilities.

The Program Administrative Officer role may include any or all of the following and/or similar activities:
  • working to implement new policies, procedures, and tools. Responsible for operationalizing policies, guidelines, and procedures within USP. Helping train staff on new processes and systems. Developing additional standardized reports, tools, templates, processes, and workflows as needed
  • applying in-depth knowledge of technology solutions used at Open Society and assisting staff with troubleshooting and training (e.g. Salesforce based applications, Contract Online, Adaptive Planning, Workday, Concur, etc.)
  • developing and implementing grant making and administrative budget procedures with the managers in the unit
  • monitoring and Reconciling the budget on a monthly basis, monitoring overall program spending, preparing, reviewing, analyzing, and presenting monthly budget reports to leadership, reviewing for approval all project budgets submitted by program staff for compliance with policies, and maintaining close communication with the Open Society Finance/Budget Departments on budgetary matters and fiscal policies/procedures
  • act as a resource for all program staff on questions pertaining to the budget cycle and workflow, and on all issues pertaining to the annual budget process
  • responsible for strengthening connections between and among OSF’s operation teams and/or functions consistent with OSF’s broader priorities, identifying opportunities where a shared approach might have the potential to create a broader impact.
  • aid in the on-boarding of new employees in collaboration with HR and USP leadership
  • troubleshoot any coding issues, budget modification needs, and address all questions related to expense reporting
  • reviewing financial documentation for required Foundation Connect processes and reviewing materials related to eligibility assessments as necessary
  • participating in design, implementation, and evaluation of special projects. May be responsible for managing special projects within US. Programs and/or units with US Programs

Candidate Profile
  • 5 plus years of work experience in a situation relevant to the duties of this role, sufficient to develop demonstrable competence in skills as indicated above
  • extensive experience implementing policies, procedures, and standardizing operating procedures
  • demonstrated familiarity with planning for and creating new operational and administrative systems
  • strong data collection and analytical skills
  • experience working with a grant processing system requiring in-depth knowledge of grant making policies, guidelines, and processes
  • demonstrated ability to ensure policy and procedure adherence
  • experience with budgeting management, and finance administration and record keeping
  • proven ability to prioritize a wide range of assignments and consistently deliver at a high level of quality in high pressure, fast-paced environments
  • demonstrated success and experience in making improvements to internal systems and applying best practices
  • proven ability to build and maintain relationships with a wide array of people with diverse backgrounds throughout a complex organization
  • demonstrated ability to use discretion and judgment regarding sensitive and confidential issues
  • familiarity with complex operational policies and procedures and operating within them
  • excellent writing/editing skills in English; additional languages a plus though not required
  • organized; strong project management ability; self-directed
  • collaborative, collegial working style
  • expertise with Microsoft Office Suite, especially Excel

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

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 accommodations so that colleagues with disabilities are able to fulfil the essential functions of the job.

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