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- Program Administrative Specialist, OSF, USA PDF Print E-mail

Department International Migration Initiative

Location New York

Application Deadline April 28, 2017


The International Migration Initiative (IMI) seeks to reform how people move across borders in ways that reduce human suffering, expand access to justice, and promote social inclusion.  Our work responds to critical trends that will shape migration over the next generation: the persistent exploitation of migrant workers, the increasingly transitory nature of migration, rising anti-immigrant sentiment, migration’s disproportionate growth in developing countries, and inadequate regulatory and governance frameworks.


Job Profile

We are recruiting for a Program Administrative Specialist to join our team based in New York. The Program Administrative Specialist is responsible for performing high level administrative duties to support the smooth operations of the International Migration Initiative program.  This is an administrative and operational role that assists the Senior Program Advisor on work related to high-level advocacy and multi-stakeholder initiatives related to vulnerable migrants and displacement crises, and provides general support to International Migration Initiatives (IMI) staff.


Responsibilities may include any or all of the following and/or similar activities:


provides advanced administrative support for program functions and grant making activities by performing operational work that helps achieve the program’s goals. Includes managing most issues independently, identifying new administrative/operational needs and developing/implementing solutions

handles scheduling and other advanced administrative/operational needs for senior-level staff.

coordinates events and conference planning, including but not limited to managing related travel, logistics, and budgets. Liaises with vendors (e.g. hotel and/or conference location staff, event planners, translators, graphic designers, etc.) and negotiates contract terms and conditions

manages administrative issues related to the work of retained consultants and their related contracts and logistical support

handles communications and media requests for program related activities (in conjunction with OSF Communications), including providing information for press releases, media monitoring, and managing contact databases as needed

stays abreast of relevant policies and compliance requirements and assists staff with understanding, operationalizing, and adhering to relevant policies and guidelines

assists with budget planning, tracking, and expense variance monitoring and reporting. May be responsible for independently managing a small unit/team's Program Operations budgets.

may be asked to take on other significant operational responsibilities, including conducting basic research; recording meeting minutes; and collecting, compiling, and analyzing data in support of team priorities

Candidate Profile


bachelor’s degree in a relevant field of study with 3-5 years of progressively responsible experience in a situation relevant to the duties of this role or equivalent experience/education

administrative experience at a large and complex organization, and in-depth knowledge of grant making or other related policies, guidelines, and processes

knowledge of international migration and refugee issues preferred.

some communications or media relations experience, familiarity with advancing campaigns via social media platforms

high proficiency with office technology and IT solutions used by OSF, including the Microsoft Office suite. Must be comfortable learning new proprietary software systems

proficiency in using data management and visualization platforms and databases (e.g. Salesforce, NetSuite, Foundation Maps, etc.)

ability to set up processes, systems, and workflows and ensure adherence to procedures and follow-up

experience with record keeping, budgeting management, and finance administration is important

proven time management skills, with experience with multi-tasking and working independently on complex administrative tasks is necessary in this role

ability to build and maintain relationships with a wide range of people from diverse backgrounds within a complex organization

Application Instructions: Please upload a cover letter and resume as one document when submitting an application.


Work Environment and Physical Demands:


Essential functions are typically performed in an office setting with a low level of noise.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.


We are strengthened by the diversity of our colleagues across the Open Society Foundations, and we welcome and actively seek applications from people of all cultures, backgrounds, and experiences.

Job posted on 12th April 2017

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