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Operations Department Coordinator

Ford Foundation

Ford Foundation

Operations
New York, USA
Posted on Thursday, January 18, 2024

Instructions for Internal Applicants:

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SUMMARY

The Operations Department Coordinator facilitates the daily processes and planning of the department, coordinates and manages budget tracking activities, and provides core support to the director and management team. The Operations Department Coordinator works closely and proactively across departments to facilitate forward planning, prioritize activities, and appropriately represent the department and the Foundation. The Operations Department Coordinator reports to the Special Counsel.

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, related logistics, and follows up with appropriate internal and external contacts.

  • Inputs contracts, invoices, and requisitions into the Foundation’s electronic payment system (Workday Financials); initiates and/or tracks progress and approvals throughout the process; verifies and tracks cost coding and project classification; tracks and appropriately files contract amendments and extensions; maintains related paper and/or electronic files.

  • Ensures contract requests and materials are in keeping with established Foundation policies.

  • Functions as the key records liaison for the unit; establishes and maintains appropriate Foundation operational records in print and in digital formats.

  • Functions as the key contributor and point-person for the unit’s FordNet sites as required.

  • Manages inquiries received into the department; prepares appropriate responses; maintains appropriate correspondence control records.

  • Answers and redirect calls effectively; prioritizes appropriately and ensures timely response to important or urgent inquiries.

  • Opens and sorts mail, reroutes correspondence to staff members as appropriate and assists to prepare responses in advance where possible.

  • Prepares and sends scans, faxes, and copy materials as required.

  • Pro-actively assesses and requests supplies or equipment for the unit as necessary.

  • Coordinates departmental annual budget, pro-actively meets with management team to review contracts, invoices, and budgets; responds to management team inquiries as directed; monitors and tracks contract expenses, balances, and payment terms; ensures timely payments, and pro-actively escalates potential issues with management staff.

  • Pre-populates monthly variance reports for departmental cost centers; reviews content and notifies managers of budget variance (over/under); escalates for review and process final reports, liaising with appropriate departments as necessary.

  • 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.

  • Provides data analysis for grantee audits conducted by outside auditors.

  • Point person for receiving all litigation related communications and notifying the relevant staff at the Foundation, including for insurance processing.

QUALIFICATIONS

  • Minimum of 3 years’ experience of supporting multiple managers and teams in a fast-paced environment

  • Baccalaureate degree in related field or relevant and equivalent experience.

  • 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 and administering sites within a web-based content management system

  • Excellent analytical, oral and written communications skills; ability to manage communications tactfully and professionally with a high attention to detail and accuracy

  • 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. 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.

SALARY: The Ford Foundation is committed to practicing salary transparency. The minimum hiring salary for this position is $84,000 and maximum is $97,000.

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, please contact, PeopleandCulture@fordfoundation.org or call (212) 573-4627.

#LI-Hybrid


    Alignment to Culture and Values

    • Commitment to the Foundation’s mission and core values of equity, openness, collaboration, trust, accountability and urgency

    • Personal qualities of humility, capacity for self-reflection, and a sense of humor

    • Discretion and ability to handle confidential issues

    • Action-orientated and entrepreneurial self-starter who can work well independently and in teams

    Benefits

    • Hybrid Workplace and Flexible Work Arrangement policies

    • Medical and dental benefits for employee and immediate family on first day of work

    • Retirement savings account with matching company contributions of up to 13%

    • Three weeks’ paid vacation in first year of work; four weeks in subsequent years

    • Tuition Reimbursement

    • Office closed the week between Christmas and New Year’s Day

    • Professional development initiatives for growth

    • Generous parental leave (maternal and paternal) during new child’s first year (born into family or adopted)

    Equal employment opportunity and having a diverse staff are fundamental principles at The Ford Foundation, where employment and promotional opportunities are based upon individual capabilities and qualifications without regard to race, color, religion, gender, pregnancy, sexual orientation/affectional preference, age, national origin, marital status, citizenship, disability, veteran status or any other protected characteristic as established under law. The Ford Foundation does not discriminate against formerly incarcerated individuals.