Technology Coordinator (Job ID: 2021-2768)

Posted Date 2 weeks ago(11/18/2022 6:25 AM)
Program
Information Technology Services
Job Function
Information Technology
Job ID
2021-2768
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.

 

Brookings Technology partners with our researchers and operations team members bring forward innovative technology solutions to enhance the employee experience, expand research capabilities, and achieve Brooking mission objectives. The position provides a aspiring and seasoned technologist an opportunity to learn and apply critical skill sets to be a successful technology professional.

 

Position Location: Hybrid positions combine regular in-person presence at our Washington, DC, office with the option of at least two days of remote work each week.

 

Vaccine Policy: Brookings requires all staff and visitors to submit proof of complete vaccination against COVID-19 to be in Brookings buildings.  

 

Individuals that (i) have a qualifying medical condition that contraindicates a COVID-19 vaccination, or (ii) who object to being vaccinated based on a sincerely held religious belief, may request a reasonable accommodation. Brookings policies on masks and other pandemic mitigation measures will continue to be informed by DC and CDC guidelines.   

Responsibilities

Ready to contribute to Brookings success?

 

The Technology Coordinator is responsible for providing day-to-day mission support to the Vice President, Chief Information Officer (CIO) and the Brookings Technology (BTech) Department. The Technology Coordinator will manage activities and projects critical to technology operations success such as communications, planning, and asset procurement and the asset management life cycle of technology assets.

    

Administrative Support (30%)

  • Provides administrative and office support to the Chief Information Officer (CIO) and the Brooking Technology Department.
  • Answers the CIO’s telephone; manages the CIO’s calendar (meetings with internal and external contacts); manages materials for recurring meetings.
  • Drafts notes from functional meetings, including management team meetings, project meetings, and end-user meetings and events.
  • Compiles, tracks, and maintains departmental shared calendars, directories, and contacts for BTech activities.
  • Organizes and maintains central BTech files and data, related to the management of the technology organization.
  • Supports internal departmental communication related technology policy and procedures.
  • Serves as liaison to other programs and business units to manage communication, requests, and coordination of department-related activities where necessary.
  • Prepares for new hires/affiliates; works with supervisors to orient and onboard new staff/affiliates, including training plan, office space, equipment, and schedule.
  • Codes and reconciles department Procurement cards, organizes receipts, routes expense reimbursement requests, and prepares reimbursement requests for CIO.
  • Serves as Safety Marshall and coordinates with other BTech Safety Marshalls to ensure that staff are properly informed of all current safety and evacuation procedures including rendezvous locations. Maintains BTech disaster preparedness contact information.
  • Maintains general upkeep of BTech facilities, storage, and office equipment. Maintains the office’s supply closet and orders supplies as necessary. Manages all activities related to Facilities requests and improvements.
  • Coordinates package shipments with the Brookings mailroom.
  • Leads planning committees for BTech special events (e.g. All BTech meetings and social events). Coordinates planning, including identifying task lists, scheduling meetings, drafting agendas, and requesting staff member input. 

Procurement and Asset Management (30%)

  • Responsible for oversight and management of technology asset procurement, tracking, and disposition, i.e. end to end asset lifecycle.
  • Responsible for hardware, software, supplies, and service procurement and contract management.
  • Receives equipment, validates accuracy of order, and accurately enters asset information into relevant systems.
  • Monitors inventory levels and develops inventory refreshment schedule. Performs inventories and audits as needed. Updates IT and Finance asset management records as needed.
  • Works closely with Engineers and Service Desk to ensure asset information is properly maintained and updated.
  • Tracks and codes bills as needed to assure accurate accounting. Performs handoff to financial management and accounting staff as needed.
  • Acts as primary point of contact with vendors on disputes and corrections.
  • Answers escalated inquiries and provides data as needed to support billing and procurement questions.
  • Analyzes invoices and makes recommendations to ensure cost effectiveness.
  • Continually analyzes business processes and identifies projects for cost-saving and more efficient utilization of resources
  • Manages projects focused on improving asset management and procurement

 Special Project Coordination (20%)

  • Develops project plans, coordinates resources, and tracks progress on a variety of special projects assigned by the CIO.
  • Conducts project research, including locating materials, synthesizing content, drafting summaries, compiling data, and presenting findings.
  • Coordinates regular communications, as directed by BTech management, with the Brookings community.
  • Creates presentation materials, forms, handouts, and other communications materials.
  • Coordinates meetings and events, including team meetings, project kickoffs, and team celebrations. Actions include coordinating catering, locating, and reserving venues, and event setup and breakdown.

 Operations and Finance Analytics (10%)

  • Analyzes large data sets and independently develops data visualizations to support evaluation of Technology finances and operations (e.g. new arrivals measures and service desk metrics).
  • Runs reports from existing systems and vendors.
  • Combines data from several sources into a Quarterly and Annual Report of BTech metrics.
  • Creates, maintains, and publishes routine and ad hoc reports related to BTech operations (e.g. service desk metrics).
  • Provides text/graphics support for presentations.

Employee Experience Support (10%)

  • Provide support in developing employee support solutions and managing employee technology inquiries.
  • Documents solutions and procedures as needed, sharing pertinent information with fellow BTech Service Desk engineers. Assists BTech colleagues to resolve problems and implement solutions. Records all activities in BTech ticket tracking system.

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 or equivalent combination of education and experience required.  Minimum two years of relevant administrative/office work experience required.  Strong technolgy skills and understanding of analytic/data manipulation concepts required. Must be authorized to work for any employer in the U.S.

 

Knowledge/Skills Requirements: 

Strong skills in MS Office Suite (Word, Excel, PowerPoint, and Outlook) and MS SharePoint. Ability to work with complex, linked spreadsheets, including pivot tables. Exceptional command of style, grammar, and design principles. Good interpersonal and communication skills with a wide variety of staff.  Ability to learn computer software applications in support of the reporting tasks. Strong organizational skills. Good judgment, discretion, and ability to handle confidential information. Maturity and ability to manage project assignments with little direction, to make quick decisions, and to meet deadlines.

 

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. Please note: if you have applied to more than one Brookings job opening you should add a position-specific cover letter as a separate attachment.

 

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

 

Brookings welcomes and celebrates diversity in all its forms.  We welcome applications that reflect a variety of backgrounds based on ideology, race, ethnicity, religion, gender, sexual orientation, gender identity or expression, disability, veteran status, first generation college goers, and other factors protected by law. Brookings is proud to be an equal-opportunity employer that is committed to promoting a diverse and inclusive workplace.

 

 

 

 

 

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