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Operations Coordinator (Office of Communications)

Urban Institute

Urban Institute

Marketing & Communications, Operations
Washington, DC, USA
Posted on Friday, February 9, 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:

We seek an Operations Coordinator to work across COMM teams and coordinate with Contracts and Finance departments to assist in our purchasing and contracting needs and work with Communications Operations team members to implement workflow, training, and documentation needs for the Communications team. This individual reports to the Director of Operations, Communications, and under the leadership of the Communications Operations Manager.

The ideal Operations Coordinator is entrepreneurial, detail- and systems-oriented with strong interpersonal skills. This is an exciting opportunity to engage with talented colleagues on a dynamic team, engaging in business operations. This position will heavily coordinate with the Grants and Contracts Office to support COMM in its compliance with Urban policies and procedures and support best practices in procurement management.

What You’ll Do:

  • Coordinate across Communications teams (e.g., events, writing, design) to understand, organize, and execute various procurement needs.
  • Determine methods of procurement; identify procurement pain points and troubleshoot solutions.
  • Confer with vendors to obtain product or service information, such as price, availability, and delivery schedule.
  • Coordinate the preparation of purchasing paperwork with subject matter experts; review and process purchasing paperwork.
  • Track purchasing and services, such as costs (especially against ceilings), delivery, quality, and periods of performance.

Who You Are:

The successful candidate will:

  • Possess a bachelor’s or associate’s degree and 1 to 3 years of experience in operations or purchasing
  • Experience or knowledge of communications fields, especially events, preferred.
  • Demonstrate proficiency in a broad range or contract concepts and apply best practices to COMM procurement needs
  • Demonstrate confidence in adjusting one’s own and departmental priorities as deadlines, pipelines, as needs change
  • Demonstrate diplomatic skills to effectively manage varied internal and external relationships and maintain organizational confidentiality
  • Maintain and organize vendor filing system and database
  • Demonstrate a detail-oriented mindset to correctly apply procurement guidelines in a variety of scenarios
  • Showcase an aptitude for learning new systems and processes quickly
  • Apply basic knowledge of project management principles, practices, tools, and processes and coordinates standard activities
  • Suggest improvements and innovations of processes and tasks
  • Thrive working in a fast-paced environment maintaining details and multiple priorities by showing exemplary organizational skills
  • Exercise strong written and oral communications skills and computer skills (capable use of MS Office, experience with JAMISPrime and Airtable a plus)

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 $52,735 – Mid $63,067 – Max $73,399. 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. This position has the opportunity to be fully remote.

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.

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.