Program Coordinator, Foreign Policy
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The Brookings Institution is a nonprofit public policy organization based in Washington, DC. Our mission is to conduct in-depth research that leads to new ideas for solving problems facing society at the local, national and global level.
We bring together leading experts in government and academia from all over the world, rooted in open-minded inquiry and representing diverse points of view, who provide the highest quality research, policy recommendations, and analysis. Research topics cover a full range of public policy issues in economics, foreign policy, development, governance and metropolitan policy.
With fair and transparent business practices, clear communication, mutual respect, and a collaborative atmosphere that offers both professional and personal development opportunities, Brookings offers an inclusive and welcoming workplace that values the efforts of all contributors.
Foreign Policy at Brookings is a leading center of policy-relevant scholarship exploring the rapidly re-ordering geopolitics of the major powers, and the disordering relations among states and transnational actors. In line with Brookings’s core values of quality, independence, and impact, our scholars provide concrete policy recommendations for how U.S. strategy, the international security architecture, and leading states should adapt to changing threats and opportunities.
Brookings welcomes and celebrates diversity in all its forms. We welcome applications that reflect a variety of backgrounds based on ideology, race, ethnicity, religion, gender, sexual orientation, gender identity or expression, disability, veteran status, first generation college-goers, and other factors protected by law. Brookings is proud to be an equal-opportunity employer that is committed to promoting a diverse and inclusive workplace.
Position Location: This position is based in Brookings’ Washington, DC office. The person hired for this position must be willing to move to or currently reside in Washington DC, Maryland, or Northern Virginia by their date of hire.
Operating status: Brookings eligible employees are currently authorized to work remotely but will be moving towards a hybrid plan later this year, which will require working both in the office and remotely. All vaccinated Brookings employees who wish to work from the office can do so. Brookings policies on masks and other pandemic mitigation measures will continue to be informed by DC and CDC guidelines.
Vaccine Policy: Brookings has made the safety of our staff and our surrounding community a top priority. As part of that commitment, Brookings recently announced that staff on Brookings campus this fall are required to be vaccinated against COVID-19. Brookings will require all staff and visitors to submit proof of complete vaccination against COVID-19 to be in Brookings buildings.
As a visitor and/or a new employee at Brookings, you will be required to comply with the vaccination policy. Individuals invited for an in-person job interview or hired as an employee that (i) have a qualifying medical condition that contraindicates a COVID-19 vaccination, or (ii) who object to being vaccinated based on a sincerely held religious belief, may request a reasonable accommodation.
Ready to contribute to Brookings success?
Foreign Policy at Brookings (FP) seeks an energetic, proactive, and detail-oriented early career professional to provide operational support and coordination among FP’s Finance, Development, and Administration teams. The Program Coordinator will coordinate and execute program operations with a focus on synchronizing expenses with available funding. Working across FP’s offices of Finance, Development, and Administration, and in coordination with the program’s research centers, the Program Coordinator has day-to-day responsibility for tracking expenses and payments including vendor contracts, invoices, reimbursements, timesheets, and other expenses and matching them to available funding and development priorities. The Program Coordinator maintains data on current and potential funding and ensures flow of information among different offices in FP.
Operational support and coordination among FP’s Development, Finance, and Administration teams (100%)
• Working closely with FP’s Development team, maintains details of current and potential grants and contributions to Foreign Policy at Brookings.
• Manages relevant records and preparation for FP’s bi-weekly document review process.
• Utilizing the Brookings Budgeting and Reporting System (BBRS), the Brookings New Grant and Award Review (NGAR) system, Raiser’s Edge, and program files, maintains accurate budget data for grants and contributions to FP.
• Assists FP Development and Finance teams in proactively monitoring accounts receivable and accounts payable.
• Proactively ensures coordination and communication between FP Development and Finance teams.
• Coordinates review of all monthly program-wide internal charges by Center administrators, including facilities charges, technology surcharges, conference services and cell phone allocation bills; and makes corrections as needed.
• Responsible for managing information about FP’s office space including PeopleSoft assignments and default project numbers as well as BBRS budgeting. Reviews monthly facilities report to ensure accuracy.
• Serves as backup FP liaison to Brookings Technology office.
• Under guidance from FP Director of Finance and the Brookings Payroll Office, has primary responsibility for implementating timesheet policies in FP, and ensuring that exempt and non-exempt employees complete timesheets accurately and on time.
• Contributes to FP Finance team’s communication to staff of labor budgets, leave balances and project codes; sends emails as needed, troubleshoots project number errors, and maintains timesheet tracker.
• Serves as FP’s primary subject matter expert and trainer for Concur, a travel and expense management platform, and uses it to manage FP’s travel, reimbursements, and purchasing cards.
• Ensures that travel expenses comply with the Brooking Institution’s (BI) travel policy and FP best practices.
• Responsible for ensuring new staff are trained and set up in PeopleSoft, SharePoint, Concur, and other tools and processes related to budget management.
• Has primary responsibility for preparation and review of expenditure documentation including cash advance requests, contract payments, purchase orders and other payments as needed; utilizes Concur and other platforms and systems as relevant.
• Works with FP Administration and Finance teams, and with staff around FP to coordinate and manage contracts with consultants and other external vendors, including drafting contracts, ensuring compliance with Brookings policy and best practices, shepherding contracts through the SharePoint approval and signature process, and working with consultants and relevant FP staff to ensure adherence to schedules and deadlines described in contracts, and ensuring timely payments to vendors.
• Works with members of the FP management team to develop modes of internal communication, including use of email, Teams, SharePoint, and other platforms.
Ready to make an impact? In this role, you will support Brookings values of collegiality, respect, inclusion, diversity and community, and bring the following qualifications:
Bachelor’s degree required. Minimum three years of professional experience in any combination of administrative support, business operations, and accounting support. Prior work experience in a non-profit and/or academic environment is preferred. Must be currently authorized to work for any employer in the U.S.
Organizational Skills: Superior attention to detail, affinity for maintaining systems and processes, and a willingness to learn are essential to this position. The Program Coordinator must have the ability to multi-task and complete tasks in a timely manner whether working independently or as part of a team, and be able to sustain progress on both smaller tasks and larger projects. Must also be able to proactively identify program needs, develop methodologies and plans to address them, and implement to achieve solutions.
Administrative and Management Skills: Demonstrated ability to help develop, follow, and implement thorough and coherent processes is required. Awareness of operations and best practices of non-profit organizations is preferred, including an ability to develop, monitor, and report on small project budgets. Must have ability to understand and enforce internal policies and controls, and to identify and flag risks and inefficiencies. General knowledge of international relations and foreign policy issues, and willingness to apply it in an administrative capacity, is a plus.
Communication Skills: Proactive and effective communication skills, including writing, speaking, and listening, are critical in this position. The Program Coordinator must be able to collect, organize, and validate data, and routinely produce error-free output to convey findings. Abilities to interact with stakeholders across units and at all levels, share and elicit information, and develop consensus where necessary are required.
Consummate honesty, discretion, and tact are required, with the ability to appropriately handle confidential information. Program Coordinator must be able to provide effective input on how to communicate change to peers, and demonstrate ability to explain rationale for and direction of change.
Interpersonal Skills: Must be a mature, self-motivated, energetic, team player who works well with a variety of personality types. The Program Coordinator must respond well to instruction and guidance, and also perform independently. Must be flexible and capable of working productively and collegially in a fast-paced environment with shifting and competing priorities.
What can we offer you? Brookings provides a generous benefit package that is comprehensive and includes both traditional benefits and unique offerings.
Brookings requires that all applicants submit a cover letter and resume. Please attach your cover letter and resume as one document when you apply. Please note: if you have applied to more than one Brookings job opening you should add a position-specific cover letter as a separate attachment.
Successful completion of a background investigation is required for employment at Brookings.
Brookings welcomes and celebrates diversity in all its forms. We welcome applications that reflect a variety of backgrounds based on ideology, race, ethnicity, religion, gender, sexual orientation, gender identity or expression, disability, veteran status, first generation college goers, and other factors protected by law. Brookings is proud to be an equal-opportunity employer that is committed to promoting a diverse and inclusive workplace.