• Project Coordinator, John L. Thornton China Center (Job ID: 2019-2238)

    Posted Date 3 weeks ago(1/27/2020 10:47 AM)
    Program
    Foreign Policy
    Job Function
    Research Project Management
    Job ID
    2019-2238
    Salary
    Commensurate with experience
  • Overview

    Join one of the most influential, most quoted and most trusted think tanks!

    The Brookings Institution is a nonprofit public policy organization based in Washington, DC. Our mission is to conduct in-depth research that leads to new ideas for solving problems facing society at the local, national and global level.

     

    We bring together leading experts in government and academia from all over the world, rooted in open-minded inquiry and representing diverse points of view, who provide the highest quality research, policy recommendations, and analysis. Research topics cover a full range of public policy issues in economics, foreign policy, development, governance and metropolitan policy.

     

    With fair and transparent business practices, clear communication, mutual respect, and a collaborative atmosphere that offers both professional and personal development opportunities, Brookings offers an inclusive and welcoming workplace that values the efforts of all contributors.

     

    The Foreign Policy program at Brookings is a leading center of policy-relevant scholarship exploring the rapidly re-ordering geopolitics of the great and major powers, and the disordering relations among states and transnational actors in the greater Middle East. Our scholars provide concrete policy recommendations for how U.S. strategy, the international security architecture, and key allies should adapt to changing threats and opportunitie

    Responsibilities

    Ready to contribute to Brookings success?

     

    The Project Coordinator manages events and oversees logistics for Center programming, with particular responsibility for coordinating a number of dialogue series; provides day-to-day administrative support for the John L. Thornton China Center (JLTCC); and serves as main administrative support for all Center scholars and staff.

    Program and Event Coordination  (50%)

    • Working closely with supervisors and other FP staff, exercises primary responsibility for organization and implementation of logistics for several series of exchanges and dialogues, which take place in a variety of locations in the United States and Asia.
    • Helps conceptualize topics, formats, and potential participants for events.
    • In coordination with supervisors drafts, disseminates, and follows up on invitations to potential event speakers and participants.
    • As requested, coordinates drafting of introductory remarks for events.
    • Manages travel and accommodations for event speakers and participants from both Brookings and other organizations.
    • Works with Brookings conference services and/or external partners and vendors to arrange format, room set-up, audio-visual equipment, and catering for events.
    • Maintains detailed and accurate records of event participants and materials.
    • In coordination with FP Finance and Administration staff, manages financial transactions related to events, processing contracts, bills, receipts, and travel reimbursements while enforcing event budgets.
    • Develops and monitors the Center’s annual program calendar and implements substantive programming as developed by JLTCC staff.
    • Works with Director and Associate Director to maintain Center calendar and record of events and activities; creates presentations of Center work for donor meetings; ensures that all Center staff are kept informed and updated.
    • Designs and disseminates the Center’s monthly newsletter.
    • As liaison to FP and other Brookings staff for general Center administrative and operational needs; ensures smooth functioning of Center by maintaining office supplies and communicating with other Brookings departments to facilitate operational requests (IT, Business Services, etc.).
    • Develops and maintains Center’s contact records and impact metrics in Quick Base.
    • Assists with dissemination and maintains a record and supply of the Center’s products and publications; provides occasional editorial or proofreading assistance for Center products and publications.
    • Oversees coordination of staff and guest arrivals and orientations.
    • Manages onboarding of interns. Provides day-to-day supervision, training, and guidance of interns; advises interns on cultural and language issues as needed.
    • Provides other support to Center staff as needed.

    Budget and Financial Assistance  (30%)

    • Supports the Associate Director with the development, monitoring, and documenting of the Center budget.
    • Works with Associate Director and Financial Manager to review and approve budget and expenditures for the JLTCC and BTC.
    • Works with FP finance and administration staff to prepare, monitor, and approve Center invoices and contracts; monitors and tracks all Sharepoint submissions; monitors travel expense reports generated by staff and attendees.
    • Oversees use and documentation of all Center purchasing card records; tracks expenses, processes and approves receipts for events as needed; liaises with FP, finance and legal personnel on contracts; and communicates with relevant FP, and accounting personnel to request and track checks for expenses and contracts.
    • Works with Assistant Director and Development Officer to assist with preparation of information for annual reports, grant reports and funding report submissions.

    Administrative Support to Center Staff  (20%)

    • Oversees office operations and serves as Center contact in the absence of the Director and Associate Director.
    • Assists JLTCC Director and Associate Director with scheduling; screens appointments and drafts correspondence as needed; arranges and coordinates Center staff travel;
    • Composes, types, edits documents from verbal instructions or notes.
    • Works with Assistant Director to ensure appropriate support for all Center staff, including Director, Associate Director

    Qualifications

    Ready to make an impact? In this role, you will support Brookings values of collegiality, respect, inclusion, diversity and community, and bring the following qualifications:

     

    Education/Experience Requirements:

     

    Bachelor’s degree required.  Minimum two years relevant experience required (including experience in events coordination and office management). Experience with budgeting, accounting, and finance preferred.  Must be currently authorized to work for any employer in the U.S. General interest in China, and work or study in China, are preferred.

     

    Knowledge/Skills Requirements:

     

    Organizational skills: Demonstrated event management skills are required. Must be able to plan and undertake all phases of event management - including conception, organization, implementation, and follow-up - with a high level of initiative and attention to detail. Ability to multi-task in a fast-paced environment and complete tasks in a timely manner, whether working independently or as part of a team, is required.

     

    Communication skills: Excellent written and oral communication skills are required. Must be able to communicate confidently and effectively with a range of contacts in different fields and positions. Candidates must be able to draft event announcements, summaries, and private communications that require minimal editing. Fluency in oral and written Mandarin Chinese is strongly preferred.

     

    Interpersonal skills: Superb interpersonal skills; flexibility, poise, tact, discretion and mature judgment to handle and respond appropriately and professionally in a high-pressure atmosphere are all required. Ability to interact with all levels of internal and external stakeholders is required.

     

    Finance and Administrative Skills: General knowledge of international relations and foreign policy issues, and willingness to apply it in an administrative capacity, is preferred. Basic awareness of objectives and best practices of non-profit organizations is preferred. Candidates should be able to monitor spending and comply with basic budget and contract principles. Demonstrated ability to help develop, follow, and implement thorough and coherent processes is required. Demonstrated skill in Office 365, Excel, SharePoint, Word, and other applications is required.

     

    Additional Information:

     

    What can we offer you? Brookings provides a generous benefit package that is comprehensive and includes both traditional benefits and unique offerings.

     

    Brookings requires that all applicants submit a cover letter and resume. Please attach your cover letter and resume as one document when you apply.

     

    Successful completion of a background investigation is required for employment at Brookings.

     

    Brookings is an equal-opportunity employer that is committed to promoting a diverse and inclusive workplace. We welcome applications from all qualified individuals regardless of race, color, national origin, gender, sexual orientation, age, religion, physical or mental disability, marital status, veteran status, or other factors protected by law.

     

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