Administrative Assistant – ADMIN002306-00001

Who We Are

Peace is our commitment. The United States Institute of Peace represents the American people’s shared values and commitment to peace worldwide. We know that Peace is Security – it advances both U.S. and international security by preventing, managing, and mitigating violent conflict.

We are an independent, non-partisan institution and are actively engaged with peacebuilding efforts worldwide. Together we tackle the most challenging problems and hold fast to the possibility of a more peaceful world. To learn more about USIP programs and job openings, go to https://www.usip.org/about/careers.

If you have a passion for making the world a better place and want to have a front-row seat on the world stage, USIP is the place for you.

JOB DESCRIPTION

The Administrative Assistant (AA) manages the Public Engagement (PE) team’s records management, arranges all travel for the team, supports and manages the team calendar, and provides day-to-day administrative, human resource, procurement, and finance support to the team. The AA will support budget and contract management, activities implementation, and travel logistics using USIP’s standard policies, procedures, and guidelines and work closely with other colleagues across USIP. This position is based in Washington, DC, will report to the Director of Public Engagement and is a member of the Center for Civic Engagement and Scholarship.

TARGET SALARY

Grade 7 – $55,000 – $57,000

The Institute uses the General Schedule salary tables for administering compensation. Offers are determined based upon candidate qualifications, related experience, internal equity, and the amount budgeted for the position.

RESPONSIBILITIES

Major Duties and Responsibilities

Administrative Support:
* Assists in maintaining administrative policies and procedures to manage day-to-day operations for PE.
* Assists in the organization and expansion of the program’s Salesforce records to help the team better track state-based engagements and target research, event, and other list engagement announcements to the appropriate audiences.
* Maintains electronic and written program-related files and documents by establishing necessary filing systems, logs, mailing lists, etc.

* Schedules meetings and activities for the Public Engagement Team.
* Supports the planning and execution of public visitor programs and other events at headquarters, including communications with external points of contact.
* Provides administrative support to the Speakers’ Bureau activities.
* Orders office supplies for the team.
* Responds to questions regarding general programmatic procedures and standards.

* Contributes weekly programmatic updates for the Chief Civic Engagement Officer.

Travel Support:
* Coordinates and implements the logistics for the team, including travel bookings, authorizations, vouchers, cash requests, and reimbursements.

Procurement and Budget Support
* Execute contracts, including submitting requisitions, invoice processing, and monitoring of payments. Track the progress of these items and coordinate the resolution of any problems with the USIP finance and procurement staff.

* Provides contract management support activities, including supporting COTRs in completing the scope of work, submitting requisitions and receipts, monitoring payment of invoices, and assisting in monthly contract reports.
* Coordinates the resolution of any problems with the USIP finance and procurement staff.
* Processes and ensures payment of travel authorizations, advances, cash requests, vouchers, reimbursements, contract awards, and vendor invoices.
* Remains current with internal USIP financial policies, processes and procedures and communicates relevant updates to leadership.
* Supports routine budget reports for internal updates and external reporting.

Communications
* Contributes to developing communications products, including social media and email marketing.

Performs other duties as assigned.

QUALIFICATIONS
* Bachelor’s degree in management or business-related field preferred, program/project management or administrative experience or equivalent combination of education and experience required.
* One (1) or more years of related administrative experience required.
* Familiar with general personnel practices, accounting and budgeting principles, and coordination of major office activities.
* Knowledge in program, project, operations, and resource management or related fields.
* Excels in dynamic and team-based work environments that require creative problem-solving and an ongoing learning mindset.
* Strong skills in Microsoft Office Suite (Outlook, Word, Excel and PowerPoint) are required. Previous experience with databases and/or data management tools, including financial management software, is preferred and Salesforce is strongly desired.
* Experience planning events such as public gatherings, educational workshops, or professional training desired.
* Highly motivated organized individual who is a self-starter with great attention to detail and adept at multi-tasking.
* Strong time management skills with the ability to prioritize work and meet deadlines.
* Strong communication skills with presence and positive energy, who displays grace under pressure, good judgement and professionalism. Ability to liaise with internal departments, external partners, and vendors.

CLOSING DATE OF THIS ANNOUNCEMENT IS 02/13/24.

All applicants must be US citizens to be considered for positions with USIP.

All USIP contract and employee positions are contingent upon the favorable completion of a suitability background investigation.

HOW TO APPLY
To be considered for this position, please submit a complete application package consisting of:
1. Completed employment application including titles, dates of hire and salary requirements.
2. Cover letter
3. Resume

Only those applicants that are selected for further discussions will be contacted.

No Phone Calls. Interviews will be scheduled by appointment only.

USIP is an equal opportunity employer. It is the policy and practice of USIP to offer equal employment opportunities to all qualified applicants and employees without regard to race, color, age, religion, national origin, sex, marital status, disability, veteran status, sexual orientation, gender identity, genetic information, HIV/AIDS status, political affiliations or belief, pregnancy, or any other characteristic protected by law.