Program Administrative Officer

Open Society Foundations
  • Location
    New York, New York
  • Sector
    Non Profit
  • Experience
    Mid Career
  • Posted
    Aug 02

Position description

The Open Society Foundations' US Programs (USP) currently seek a Program Administrative Officer. U.S. Programs supports efforts to advance equality, fairness, and justice with a focus on the most vulnerable and marginalized communities and the most significant threats to open society in the United States today. It works to further a vibrant democratic society in which all people can meaningfully participate in its civic, economic, and political life and to ensure that the core institutions of civil society are effective and accountable to the public.

Reporting to the Director of Operations, the Program Administrative Officer will have a strong interface with each of the operational groups including Accounting, Budget, HR, Information Technology, Legal, and Facilities. This post is characterized by a seasoned operations professional with knowledge of data manipulation and analysis, data visualization, finance, budgeting, Information technology, Human Resources and facilities. It requires strong knowledge of organizational and project management and excellent written and spoken communication skills in English. Skills also required include effective and efficient deployment of time, money, and human resources, intra-departmental coordination, effective communication, and collaborative problem solving.

The Program Administrative Officer will be on the USP operations team also responsible for articulating and fostering the organizational culture, as well as encouraging clear communications and respectful collegiality. This role relies on maintaining collegial relationships with operational units across the Organization and externally.

The Program Administrative Officer role will include any or all of the following and/or similar activities:
  • Generate data visualization and informatics reports from data in our grants management and financial systems.
  • 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 Open Society policies.
  • Troubleshoot any coding issues, budget modification needs, and address all questions related to expense reporting.
  • 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 operationalizing policies, guidelines, and procedures in the context of their program/unit/team.
  • Helping train staff on new processes and systems. Develop additional standardized reports, tools, templates, processes, and workflows as needed.
  • Developing and implementing grant making and administrative budget procedures with the managers in the unit.
  • Reviewing financial documentation for required grants management (Foundation Connect) processes and reviewing materials related to eligibility assessments as necessary.
  • 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.).
  • 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

  • Five 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.
  • Strong data collection and analytical skills including data visualization and informatics;
  • Experience with budgeting management, and finance administration and record keeping;
  • Experience working with a grant processing system requiring in-depth knowledge of grant making policies, guidelines, and processes;
  • Familiarity with complex operational policies and procedures and operating within them;
  • 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.
  • Excellent writing/editing skills in English; additional languages a plus though not required.
  • Expertise with Microsoft Office Suite, especially Excel.
  • Excellent and strong attention to detail
  • Organized; strong project management ability; self-directed.
  • Collaborative, collegial working style


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