Operations Department Coordinator

SUMMARY

The Operations Department Coordinator (DC) facilitates the daily processes and planning of the office of the Chief Administrative Officer (CAO) and coordinates, manages budget tracking, and provides core support to the CAO and team. Reporting to the CAO, the DC works closely with and proactively across departments to facilitate forward planning, prioritize activities, and appropriately represent the department and the foundation.

RESPONSIBILITIES

Responsibilities, include but not limited to:

• Proactively manages multiple calendars; schedules commitments for internal and external meetings; helps to prioritize and plan activities according to the goals of the department.
• Plans and coordinates logistics for site visits and/or off-site meetings; provides on-site support as necessary and provides appropriate follow up to complete the logistics following the meeting.
• Develops domestic and internal travel itineraries and related logistics
• Inputs contracts, invoices, and requisitions into the Foundation’s electronic payment system (Workday Financials); initiates and/or tracks progress and approvals throughout the process.
• Manages the team’s internal communications and postings on the Foundation’s intranet.
• Coordinate, monitor and track the department’s annual budget, including contract expenses and balances and payment terms, ensuring timely payments
• Maintains vendor contracts, files, and reports; brings forward renewals as required.
• Supports presentation and communications requirements as directed.
• Prepares Excel spreadsheets and charts, PowerPoint presentations, and compiles other materials or data as required.

QUALIFICATIONS

• Minimum of 3 years’ experience of supporting multiple managers and teams in a fast-paced environment.
• Highly functioning and experienced administrator, able to self-manage, prioritize work assignments across departments, manage multiple deadlines, and to represent the unit and the Foundation in any given environment.
• Advanced experience with calendar management and scheduling meeting invitations.
• Demonstrated experience working with GSuite, Word, Excel, PowerPoint and other Microsoft and Google applications.
• Experience using formal content or document management systems; and experience managing files and content.
• Excellent analytical, oral and written communications skills; ability to manage communications tactfully and professionally with a high attention to detail and accuracy.
• Excellent flexible and proactive planning skills, organizational skills, and attention to detail.
• Proven ability to proactively solve problems and follow up appropriately on process and procedural issues.
• A team player with an ability to work in diverse teams with shared responsibility and accountability.
• Ability to contribute to a positive, productive, open, and supportive environment that motivates everyone to work collaboratively as a team.
• Baccalaureate degree in related field or equivalent combination of experience and education.

SALARY: The Ford Foundation is committed to practicing salary transparency. The minimum starting salary for this position is $84,000 and the maximum starting salary is $97,000. It is not typical for an individual to be hired at or near the top of this range. The final offer is determined by a candidate’s relevant experience and our commitment to internal equity. We review global compensation on a regular basis to ensure market competitiveness and equity. The hiring range for this position has been carefully crafted in alignment with the market.

LOCATION: This position is based in the foundation’s New York office. We operate in a hybrid model and require staff to be in the office three days per week.

PHYSICAL REQUIREMENTS AND TRAVEL

This position is primarily a sedentary role. However, the person in this position may need to occasionally move about inside the office to liaise with internal staff, access files, office machinery and a copy machine/printer. At the moment, the Foundation requires all staff to be in the office three days a week.

The Ford Foundation is committed to providing access, equal opportunity and reasonable accommodation for individuals with disabilities in employment, its programs, and operations. As part of this commitment, the Foundation will ensure that persons with disabilities are provided reasonable accommodations. If a reasonable accommodation is needed to participate in the job application process.