6 days old

Administrative Coordinator, Grants & Contracts

Institute of International Education
Washington, DC 20005
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  • Job Code
    126267967

Institute of International Education


IIE is an Equal Opportunity and Affirmative Action Employer of Females/Minorities/Veterans/ Individuals with Disabilities.


Organizational Department:

Schedule: Full Time

Education: Associate Degree

Career Level:

Location: Washington DC - Washington, DC 20005 US (Primary)

Job Description:

This position provides administrative, clerical, facilities and/or operational support work for the Functional Unit (G&C) including management team members. The position performs work which supports the daily office operations and consists of a variety of tasks, processes or operations.

Essential Functions:
Performs high-level administrative tasks for the Functional Unit (G&C). Serves as the first point-of-contact for all communications for the Functional Unit management team. Responds to phone and email inquiries and escalates non-standard issues as needed. Acts as departmental point of contact for internal stakeholders and external clients. Duties may include new hire set up, inspecting office space, monitoring inventory and ordering office supplies, filing documents, corresponding with building facilities staff, and addressing regular maintenance.
Administers payment requests and invoices for the Functional Unit (G&C). Duties may include scheduling and processing payments.
Performs administrative tasks related to travel management and Concur support for new hires. Duties may include maintaining organizational systems, associated profiles, and necessary orientation for new team members.
Assists the Functional Unit (G&C) in creating and proof-reading reports and correspondence. Duties may include drafting documents from pre-defined templates, preparing documents for signature and approval, coordinating signatures for Senior Leaders, and summarizing department activities for internal and external communications and websites.
Assists in managing the logistics of department meetings and trainings. Duties may include: managing the team's calendar, meeting space, and/or tech support, preparing meeting agendas, finalizing travel arrangements, taking minutes, tracking attendance, summarizing participant feedback, and developing best practices.
Maintains and maximizes Functional Unit Intranet (Eddie) site. Duties include: maintaining information up-to-date, adding new material as requested, implementing changes to maximize user-friendly site.
Independently manages coordination of some Functional Unit (G&C) processes, such as award closeout, creating and updating award milestones in PeopleSoft, sub-recipient reporting, and risk reporting. Duties include: running regular reports, coordinating progress with internal stakeholders, and tracking completion.
Serves as primary backup of AwardRequest and supports AwardRequest with simple tasks in PeopleSoft.

Job Requirements:

Education and Work Experience:
Requires an Associate's degree and at least two years of related work experience; or equivalent combination of education and experience.

Knowledge Skills and Abilities:
Good organization skills with high attention to detail.
Ability to work on and prioritize multiple tasks.
Ability to maintain confidentiality for sensitive departmental issues.
Ability to work well under pressure and meet deadlines.
Excellent written and verbal communication skills.
Strong customer service and interpersonal skills.
Strong experience of working with Microsoft Office Suites.

Work Conditions & Physical Demands:

Essential functions are performed in a general office setting with low noise. Job demands may require long periods of sitting; telephone work and/or computer work, as well as interactions with other team members and external stakeholders. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
IIE is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability or veteran status.

Travel: None



PI126267967
Posted: 2020-11-20 Expires: 2020-12-22

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Administrative Coordinator, Grants & Contracts

Institute of International Education
Washington, DC 20005

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