17 days old

Operations Coordinator

The Aspen Institute
Washington, DC 20037
  • Job Code

The Aspen Institute is a global nonprofit organization committed to realizing a free, just, and equitable society. Since its founding in 1949, the Institute has been driving change through dialogue, leadership, and action to help solve the most critical challenges facing communities in the United States and around the world. Headquartered in Washington, DC, the Institute has a campus in Aspen, Colorado, and an international network of partners.

The Inclusive America Project (IAP): The Aspen Institute's Inclusive America Project (IAP), launched in 2012, envisions a thriving American religious pluralism, where everyone has the rights, freedoms, and safety to worship, or not, according to their conscience. Through our network-building work with leaders within and across key sectors, connecting philanthropy, and producing original research and scholarship to advance understanding of the field, we build upon the Aspen Institute's mission to create a more free, just, and equitable society.

Basic Function:

The Operations Coordinator works under the direction of the Assistant Director to provide centralized operations coordination and administrative support for IAP team and for the Director and Assistant Director and program support at our Washington, DC, offices and elsewhere around the country.

Essential Duties and Responsibilities:

The IAP is looking for a professional, responsible, very detail-oriented self-starter with experience providing operations and administrative support in a fast-paced environment.

The Operations Coordinator must be a systems thinker, viewing operations in structure, pattern, and system, and must be able to proactively identify and solve operations and administrative problems, making our team run more efficiently. This candidate must be well organized, flexible, and must be able to contend with multiple demands and pressure for speed and accuracy while maintaining a high level of sustained attention to detail. This position requires excellent time management and communication skills, superior knowledge of Excel, strong knowledge of basic information technology and database systems, and an understanding of basic accounting and bookkeeping. The Operations Coordinator must have the ability to interact with staff and external stakeholders at all levels. The ideal candidate will be results-oriented, highly motivated, creative, and a team player. This position requires willingness to travel about four times per year when it is safe to do so.

Budget and Accounting Duties

  • Process expense reimbursements and external payments;
  • Keep internal IAP accounting processes up-to-date and in good working order daily in Excel;
  • Draft general and administrative budgets and review program budgets with Assistant Director;
  • Update IAP budgets in Planful; and
  • Draft and revise grant budgets and grant financial reports for Assistant Director's review.

Operations and Administrative Duties

  • Manage IAP contact lists, data gathering and scrubbing, information collection, and connection strategies in Salesforce;
  • Keep track of Ops and Admin projects using our project management software (Asana);
  • Assist the Assistant Director in managing file storage and collaborative or other software applications;
  • Schedule IAP all-staff meetings, zooms, or conference calls, and reserve meeting rooms as necessary;
  • Schedule meetings and phone calls for the Director, Assistant Director, and other staff as necessary;
  • Coordinate with Development Associate to schedule, support, and execute IAP's strategic plan for funder communications, touchpoints, etc.
  • Project manage revision, copyedit, and format processes for IAP publications;
  • Research organizations in religious pluralism and contribute to our project mapping the field (Tableau);
  • Keep track of IAP evaluation metrics, including: publications, event/publication feedback, team accomplishments, social media influence, etc. (Asana)
  • Provide general program administrative support including copying, scanning, and printing (when in office);
  • Liaise with other administrative departments (such as IT, webteam, etc.) whenever necessary;
  • Mentor interns or other junior staff on operations and administrative or research projects as appropriate; and
  • Other operations and administrative tasks as assigned.

Program Duties

  • Assist in travel, accommodation, and program registration for IAP staff and participants wherever necessary;
  • Manage virtual and in-person programming logistics, including set up of zoom rooms, registration pages, ReturnSafe vaccination management apps, room booking, etc.
  • Assist with the development of meeting materials, including, among other tasks, proofreading and formatting documents; coordinating production and mailing of meeting folders; preparing name badges, table tents and participant lists; and maintaining participants' arrival/departure lists for off-site meetings;
  • Assist IAP staff in program/event preparation, including conducting preparatory research and drafting runs of show, talking points, and slide decks to be used by IAP staff
  • Serve as meeting support liaison for on-site or local meetings this may include ordering and picking up food, arriving early and setting up the meeting room; and
  • Provide essential support before and during on-site meetings, including serving as a resource for participants, liaison to facility management, management of set-up and refreshment of food/beverage, arranging for and testing AV equipment, ensuring meeting supplies are available (flip charts, markers, projectors, etc.).

Preferred Knowledge, Education and Experience:

  • Bachelor's degree and minimum of 2 yrs. administrative experience;
  • Interest in issues of religious diversity and pluralism;
  • Proficiency in MS office, including Excel, Outlook, Word, and PowerPoint;
  • Experience with expense reimbursement software (such as Concur), contact databases (such as Salesforce), external payment software (such as Microix), and project management software (such as Asana);
  • Experience with event support;
  • Excellent attention to detail, personal organization, and time management;
  • Ability to successfully work in fast-paced environment and manage multiple tasks simultaneously under pressure;
  • Excellent written and oral communications skills;
  • Experience and ability to write professional correspondence and communicate with a wide variety of stakeholders;
  • Excellent computer and internet research skills;
  • Ability to work and communicate effectively within a team;
  • Excellent interpersonal skills, including a desire to learn and the ability to be flexible;
  • Ability to exercise professional discretion, judgment, and diplomacy; and
  • Ability and willingness to travel up to 5% of the time if travel is safe.

Level of Authority:

  • Non-supervisory position;
  • No budget authority; and
  • Opportunities for advancement and increased responsibilities.

The Institute has implemented a mandatory COVID vaccination policy for all employees who will work at one of our physical locations, attend any of our in-person events or travel on behalf of the Institute. Staff unable to be vaccinated may request an exemption under certain circumstances.

The Aspen Institute is an Equal Opportunity Employer and complies with all District and federal laws. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, or protected veteran or disabled status and will not be discriminated against.



Posted: 2021-09-08 Expires: 2021-10-09
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Operations Coordinator

The Aspen Institute
Washington, DC 20037

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