Program Manager (Job ID: 2022-3000)

Posted Date 1 month ago(8/17/2022 12:11 PM)
Program
Governance Studies
Job Function
Administrative
Job ID
2022-3000
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 Governance Studies program at Brookings is dedicated to analyzing policy issues, political institutions and processes, and contemporary governance challenges. Our scholarship identifies areas in need of reform and proposes specific solutions with the goals of: improving the performance of the national government; informing debate; and providing policymakers with expert analysis and ideas to ensure better institutional governance.

 

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 Program Manager, under the direction of the Managing Director, is responsible for the coordination and management of all administrative, human resources (HR), information technology (IT), and facilities needs for the Governance Studies (GS) program and provides general administrative & programmatic support to the Managing Director and staff members of GS. The Program Manager serves as a key member of the GS operations team and interacts with a wide variety of departments across Brookings, identifies areas for improvement across the program, and suggests and implements ideas to improve upon existing procedures and structures.  

 

Human Resources   (65%)

  • Serve as primary point of contact and collaborative partner (HR Liaison) with Brookings’s Central Human Resources Office on matters such as of recruitment, benefits, compensation, performance management, and training. Ensure GS’ understanding of and compliance with federal and local employment law and HR policies.   
  • Manage full cycle of recruitments of staff – including preparation of recruitment materials,  reviewing applications, coordinating and scheduling interviews, and conducting phone screens and reference checks (as needed);  Communicate processes and timelines with and provide regular status updates to hiring supervisors. 
  • Field and handle resume or candidate referrals from GS or other Brookings staff. 
  • Support performance management of GS staff, in collaboration with supervisors and under direction of Managing Director. Develop and maintain relationships with supervisors to stay apprised of performance concerns. Administer the annual performance review process, making sure that deadlines are well-understood by all program staff. Organize materials on staff appraisals for review by program leadership; Coordinate and schedule scholar evaluations.
  • Prepare all HR paperwork with regards to new staff and affiliates and mid- and end of year changes; Ensure processes accurately reflect program priorities and are in compliance with internal policies and procedures.  
  • Serve as primary administrative contact for visiting fellows, guest scholars, and non-resident senior fellows. Take the lead on correspondence concerning new appointments, appointment renewals, and terminations. 
  • Manage the GS internship program, serve as main point of contact for all internship-related issues, liaising with the human resources office and GS program staff; communicate deadlines with supervisors and follow up to ensure they are met; orients new interns and coordinate and communicate intern workshops, events, and first day logistics. 
  • Maintain oversight of procedures for complete cycle of arrivals, departures, status changes, including allocation and preparation of appropriate office space, computer accounts, phones, and orientations for new employees and affiliates.  
  • Prepare and maintain up-to-date welcome and orientation materials for all staff and affiliates 
  • Develop, update, and manage staff (employees and affiliates) tracking and information systems; maintain and update organizational charts, checklists, and contact lists.   
  • Maintain current and historical GS administrative and personnel files. Ensure accurate documentation and continuity in files; keep up to date with changes. Ensure transparency and ease of use for all systems.  
  • Work with of the Office of Mobility and Visas Services to monitor and support the visa work authorizations processing, relocations, and administrative operations affecting visa holders in GS. 
  • Partner with Director of Finance & Administration on staff engagement and inclusion and diversity efforts; Monitor and support professional development and retention as needed 

 

Program and Administrative Support   (35%)

  • Maintain and ensure GS’ compliance with Brookings policies and procedures. Serve as point of contact for scholars and staff on Brookings policies and procedures; ensure that new and existing policies are well-articulated and understood by staff  
  • Serve as GS representative for Institution-wide working groups, committees, or taskforces pertaining to the duties of this position.  
  • Manage implementation of institutional administrative & operational policies, processes, and procedures for GS; work with the Managing Director to develop and implement GS-specific policies, as needed. 
  • Provide special project management assistance as needed; work with Managing Director and relevant project lead to anticipate and plan for resource requirements of new projects, including IT, staffing, and contracts. 
  • Serve as principal liaison to Information Technology Services (ITS). Troubleshoot issues, review and submit requests, ensure that requests are responded to promptly, participate in monthly ITS Liaison meetings, communicate ITS updates with GS staff. 
  • Assist with monitoring, organization, and scheduling of GS public areas, guest offices, and conference rooms.  
  • Work with Finance Manager to ensure that program facilities, equipment, and software are well-maintained and that common work areas are kept stocked and tidy, and to ensure staff requests for assistance and supplies from other parts of Brookings are met promptly. 
  • Draft contracts and route through approval process; Ensure that contract language is compliant with the law and Brookings policies; monitors and tracks approvals; addresses comments from the Office of General Council; in coordination with Finance Manager, provides staff reminders on contract deliverables; keeps Managing Director abreast of upcoming deliverables 
  • Communicate with consultants regarding contract terms and follow up on outstanding payments. 
  • Serve as backup on timesheet submission/processing staff as needed.

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 five years of relevant experience in office administration/management and/or personnel management in professional office environment. Must be authorized to work for any employer in the U.S.

 

Knowledge/Skills Requirements:

 

Demonstrated ability to proactively address emerging concerns before they become larger problems and elevate problems to senior management as appropriate; attention to detail; excellent organizational, communication, and people skills; professional discretion and mature judgment with ability to maintain confidentiality. Ability to manage multiple tasks, set priorities, meet individual and group deadlines. Must have strong Microsoft Office skills, experience conducting research over the Internet, and ability to learn other types of software programs

 

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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