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Special Assistant and Project Coordinator (Metropolitan Housing and Communities Center)

Urban Institute

Urban Institute

Washington, DC, USA
Posted on Wednesday, February 7, 2024

About Urban Institute:

At the Urban Institute, we believe in the power of evidence to improve lives and strengthen communities. As a nonprofit focusing on social and economic policy, our researchers and policy entrepreneurs open minds, shape decisions, and identify transformative solutions to the most pressing issues of our time.

Our Mission

To open minds, shape decisions, and offer solutions through economic and social policy research.

Our Values

Collaboration, Equity, Inclusivity, Independence, and Integrity

For more information on the Urban Institute, please visit https://www.urban.org.

The Opportunity

Central to Urban’s mission is fostering a truly inclusive community that ensures ongoing relevance to a changing world. Our research in the Metropolitan Housing and Communities Policy Center demonstrates that where people live can influence nearly everything in their lives: where they work and how they get there, the quality of schools that their children attend, their health and safety, even their longevity. With an emphasis on place—from cities and suburbs to tribal lands—we investigate the factors that shape the quality of life in American communities.

We are seeking an energetic, organized, and proactive individual to serve as a project coordinator and a special assistant to the Center Vice President. This person will work as part of the Centers’ Operations team to support the advancement of the center’s management and operations. The project coordinator may also support other operations teams at Urban.

What You’ll Do:

The ideal candidate will have at least 1-2 years of experience providing executive support in a fast-paced office environment. The ideal candidate will be detail-oriented and have experience working collaboratively to accomplish Institute priorities. This is an ideal position for an early-career operations professional to learn and grow into a pivotal support role with increasing responsibility.

This is a hybrid position that will require in-person attendance in the office 2-3 days per week.

Responsibilities include:

Supporting the Center Vice President and Associate Vice President, as needed:

  • Manage the Vice President’s daily business by scheduling internal and external meetings; compiling meeting materials; tracking priorities and to dos; and preparing and filing expense reports.

  • Troubleshoot issues for the Vice President, including tracking down information within and outside Urban on an ad hoc basis

  • Draft correspondence and support the execution of communications including emails, briefing memos, and various other communications from the Vice President to internal and external stakeholders.

  • Arrange travel and meetings; develop itineraries, meeting logistics, and agendas; including expense reimbursement tracking.

  • Complete discrete special assignments by establishing objectives; determining priorities; managing time; gaining cooperation of others; monitoring progress; problem-solving; adjusting plans.

Supporting center-wide operations and management as a member of the operations team:

  • Provide center-wide project assistance and operational support, as needed, including expense report processing, scheduling meetings, managing meeting logistics and preparation, producing and processing meeting notes and next steps, and maintaining organized electronic files.

  • Manage consultant invoicing, renewal agreements, and other consultant support items

  • Support the development and execution of virtual, hybrid, and in-person convenings

  • Support the staffing assignment process by managing the staff request workflow and maintaining databases of staff availability.

  • With assistance, support the proposal development process from start to finish including but not limited to timeline management, budget creation, gathering supporting documentation, and organizing proposal submission documents in line with funder requirements.

  • Track and report on internal funding spending and communicate report with other operations staff, center VP, and other relevant parties as needed.

  • Ad hoc operational tasks as needed.

Who You Are:

  • A bachelor’s degree (or commensurate experience) and 1-2 years of progressively responsible executive support experience

  • Superior attention to detail

  • Strong interpersonal communication skills utilizing good judgment and professional maturity to handle sensitive information and work with senior management

  • Ability to manage numerous requests/deliverables simultaneously with the expectation of multiple and changing priorities

  • Critical and creative thinking to troubleshoot and solve problems.

  • Excellent and versatile writing skills including the ability to compose superior formal business correspondence and other professional documents

  • Commitment to principles of diversity, equity, and inclusion.

  • Advanced proficiency in Microsoft Office Suite including Excel, Word, Outlook, Teams, and PowerPoint.

  • Ability to work efficiently and effectively as part of a team and be self-motivated.

Please note all applications must include a cover letter to be considered.

What you’ll experience:

No matter your role with Urban, you will contribute to meaningful work that makes a difference for people and communities across the country. And whether you call the Washington, DC area or elsewhere home, you can expect to be part of a welcoming and hybrid workplace. We are committed to cultivating a community and working in a manner defined by collaboration, equity, inclusivity, independence, and integrity.

Urban’s greatest asset is our people.

The salary range for this position is Min $52,950 – Mid $61,650– Max $70,450. Salary offered is commensurate with experience and considers internal equity. Candidates from diverse backgrounds are strongly encouraged to apply. Salaries are just one component of Urban Institute’s total compensation package. Urban is committed to supporting our staff’s physical, emotional, and financial well-being through a robust benefits package for yourself, eligible dependents, and domestic partners. It includes generous paid time off, including nine federal holidays, medical (including prescription), dental and vision insurance, and transit benefits. Urban is unique in that we offer 403(b) retirement plan participation immediately after you’re hired and a generous employer contribution after six months of service and 500 hours, with immediate vesting. You’ll also have access to a health advocate, personal finance coaching, an Employee Assistance Program, and educational assistance for undergraduate and graduate degree programs.

The Urban Institute has formally recognized the Urban Institute Employees’ Union, which is part of the Nonprofit Professional Employees Union (NPEU). Urban management and the Union work together in good faith and are motivated by a shared commitment to this institution. This position is included in the Union-represented collective bargaining unit, and specific employment terms and conditions are subject to collective bargaining negotiations.

The above statements are intended to describe the general nature and level of the work being performed by the people assigned. This posting is not an exhaustive list of all duties, responsibilities, and requirements. Urban management reserves the right to amend and change duties, responsibilities, and requirements to meet business and organizational needs as necessary.

The Urban Institute is an equal-opportunity employer and is committed to a diverse and inclusive workplace. All qualified candidates will receive consideration without regard to race, color, religion, national origin, gender or gender identity, age, marital status, personal appearance, sexual orientation, veteran status, pregnancy or family responsibilities, matriculation, disability, political affiliation, or any other protected status under applicable law. The Urban Institute is an Equal Opportunity/Affirmative Action Employer Minorities/Women/Disabilities/Veterans.

We are committed to equal employment opportunity and providing reasonable accommodations to applicants with physical and/or mental disabilities. If you have a physical and/or mental disability and are interested in applying for employment and need special accommodations to use our website to apply for a position, please contact Human Resources at humanresources@urban.org. Reasonable accommodation requests are considered on a case-by-case basis.