Department Coordinator

Hiring Organization: 
Ford Foundation
City and State: 
New York, NY
Description: 

SUMMARY DESCRIPTION

The Ford Foundation is a leader in convening a wide variety of events, engagements, gatherings and convenings related to social justice. Strategic, well-crafted events are a powerful way to advance our mission and build momentum for change. 

The Event Strategy & Production (ESP) team seeks an administrative support professional to take on the role of Department Coordinator (DC). Reporting to the Director, Event Strategy & Production, the DC’s primary function is supporting the administrative and operational functions for the foundation’s global events team. Event Strategy & Production (ESP) is responsible for curating and producing strategic events and engagements that help further the foundation’s mission. The DC will help the team work more efficiently and effectively and will collaborate with the Director to support their departmental vision and goals.

Because of the multi-faceted, fast-moving and deeply collaborative nature of the ESP team, the Department Coordinator is expected to have outstanding project and priority management skill and exercise sound judgment, diplomacy and discretion in handling sensitive and/or urgent information, in addition to the required experience and skills mentioned below.

RESPONSIBILITIES

General Administrative Support:

  • Provide direct administrative support to the Director: managing calendars, scheduling multiple meetings with key stakeholders, conducting meeting prep and research, coordinating travel and expense reporting, and other support functions as required
  • Manage day-to-day team operations: oversee team inboxes, calendars, files and drives, track department budget and expenses, coordinate supplies and equipment needs
  • Serve as the department’s first point of contact, fielding inquiries and requests from internal and external stakeholders; act as a backup contact to keep projects moving
  • Prepare agendas for team and project planning meetings, filing meeting notes and noting action items, and assist the Director in preparing presentations
  • Assist in the onboarding of new colleagues, interns, consultants and vendors

Operations & Systems Management:

  • Oversee contracts, invoices, and requisition input requests into the Foundation’s Workday system; track progress and approvals, confirm cost center coding and classifications, and appropriately file contract amendments and extensions as needed 
  • Organize and input attendee lists in the foundation’s visitor management system
  • Maintain team contact lists and records, including venues, vendors, consultants, and other key contacts needed to support projects and events
  • Assist the team in liaising with other key departments to move administrative or operational needs and requests forward

Event Planning & Production Support:

  • Lead the tracking of all foundation events, updating master team and organizational event calendars and ensuring that all internal staff-facing information is accurate
  • Coordinate the tracking and booking of Ford Foundation events as part of the foundation’s event and venue management system
  • Assist Director to ensure and track proper team and event staffing coverage
  • Assist with event execution, including day-of staffing needs (e.g. registration, guest management, speaker and talent wrangling, supplies, etc.)
  • Act as a backup event coordinator and assist ESP team with additional administrative tasks, as needed


QUALIFICATIONS

  • Minimum of 3 to 5 years experience supporting managers and teams
  • Highly functioning and experienced administrator: able to self-manage, prioritize work assignments, and juggle competing priorities and times
  • Previous experience working with events is highly preferred
  • Excellent analytical, written, and oral communications skills
  • Manage communications tactfully and professionally with high attention to detail and accuracy with internal and external stakeholders, including vendors and consultants
  • Advanced experience with calendar management and scheduling meeting invitations 
  • Demonstrated experience working with GSuite, Word, Excel, PowerPoint and other Microsoft and Google applications
  • Flexibility and skill in working as a team member as well as independently in a high-demand, multi-task environment
  • Must be proactive, driven, and confident
  • Ability to contribute to a positive, productive, supportive, and motivating environment 
  • Ability to problem-solve and follow-up appropriately on process and procedural issues
  • Ability to work flexible hours, early mornings, and evenings, as needed 

PHYSICAL REQUIREMENTS

  • Job requires movement around building, occasional lifting of event materials, and frequent written and verbal communication with clients and partners. 

Salary: Ford Foundation is committed to practicing salary transparency. The minimum salary for this position is $75,000.

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)
How to Apply: 
Visit the Ford Foundation Career Site to Apply
Job Category: 
Publish date: 
08/02/2022