11 days old

Special Assistant and Project Administrator (Office of Human Resources)

The Urban Institute
Washington, DC 20004
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About Urban Institute:

At the Urban Institute, we believe in the power of evidence to improve lives and strengthen communities. As a nonprofit focusing on social and economic policy, our researchers and policy entrepreneurs open minds, shape decisions, and identify transformative solutions to the most pressing issues of our time.

Our Mission

To open minds, shape decisions, and offer solutions through economic and social policy research.

Our Values

Collaboration, Equity, Inclusivity, Independence, and Integrity

For more information on the Urban Institute, please visit https://www.urban.org.

The Opportunity:

Central to Urbans mission is fostering a truly inclusive community that ensures ongoing relevance to a changing world. The Urban Institutes Vice President, Human Resources and Chief Administrative Officer seeks a high-achiever, who is results-oriented, entrepreneurial, proactive, and innovative, to provide management and project support. An appreciation for providing exclusive, confidential support to the VP is required.

What Youll Do:

The successful candidate will possess exceptional interpersonal, communication, problem-solving and critical-thinking skills. Candidates must demonstrate substantive project management experience and have a team player orientation to do what is necessary to get things done professionally and accurately.


Project Management

  • Translate high-level goals into discrete project plans

  • Manage details of a project to ensure all action items are completed timely and accurately

  • Establish systems for tracking progress as well decide upon appropriate metrics and performance outcomes

  • Determine action items and next steps following meetings or conversations; follow through as necessary to coordinate or assign activities

  • Recommend and identify necessary resources to staff projects and ensure timely completion

  • Organize work to balance competing priorities to ensure progress continues

  • Identify issues independently, analyze problems and provide solutions when identifying gaps

  • Collaborate across groups and manage relationships to move projects forward

  • Support and/or develop project communications, materials, supporting documents, etc.

  • Process and monitor routine financial transactions, monitor and reconcile the department budget in partnership with VP and Finance, identify and resolve discrepancies.

VP Administrative Support

  • Play active role as an extension of the VP to assist in managing heavy workload

  • Manage calendaring and scheduling requirements; acting proactively and efficiently to contribute to maximizing the VPs effectiveness in their role

  • Coordinate logistics and occasionally the content for meetings and events to include drafting the agenda, ensuring room set up and accommodations, taking notes, and maintaining action items

  • Assist with managing correspondence and VP presentations and other communications

Who You Are:

The successful candidate will:

  • Possess a Bachelors degree and 1-3 years of experience supporting office operations and/or HR functions providing substantive project administration and management

  • Show sound judgment, excellent discretion, professional maturity, as well as strong communication and interpersonal skills to handle sensitive information and work with senior management

  • Value and respect differences and actively fosters an equitable and inclusive work environment

  • Exhibit a strategic and entrepreneurial mindset to creatively solve problems and take appropriate action when needed

  • Complete assignments with accuracy, take ownership of deliverables and timelines; seek opportunities to improve processes and/or procedures

  • Use innovation and initiative in planning work activities while managing competing/shifting priorities to avoid or minimize delays and missed deadlines

  • Demonstrate 1-3 years of proficiency with Microsoft Office Excel and PowerPoint; prior experience and strength in developing management presentations preferred

  • Ideally have prior experience manage administrative tasks including managing calendars, scheduling meetings, organizing logistics, etc.

What Youll Experience:

No matter your role with Urban, you will contribute to meaningful work that makes a difference for people and communities across the country. And whether you call the Washington, DC area or elsewhere home, you can expect to be part of a welcoming and hybrid workplace. We are committed to cultivating a community and working in a manner defined by collaboration, equity, inclusivity, independence, and integrity.

Urbans greatest asset is our people.

Urban is committed to supporting our staffs physical, emotional, and financial well-being through a robust benefits package for yourself, eligible dependents, and domestic partners. It includes generous paid time off, including nine federal holidays, medical (including prescription), dental and vision insurance, and transit benefits. Urban is unique in that we offer 403(b) retirement plan participation immediately after youre hired and a generous employer contribution after five months of service and 1,000 hours, with immediate vesting. Youll also have access to a health advocate, personal finance coaching, an Employee Assistance Program, and educational assistance for undergraduate and graduate degree programs.

As a federal contractor, Urban will comply with Executive Order (EO) 14042 that requires federal contractors, subcontractors, and their respective employees to comply with Covid-19 vaccinations. All Urban Institute employees must be fully vaccinated against Covid-19 and comply with masking and distancing requirements, regardless of responsibilities or work location. New hires must also be fully vaccinated before starting work. Employees may request exemption from vaccination against COVID-19 based on either a medical condition or a sincerely held religious belief that prevents them from being vaccinated. Where such an exemption is approved, Urban will discuss with each employee potential accommodation.

The Urban Institute has formally recognized the Urban Institute Employees Union, which is part of the Nonprofit Professional Employees Union (NPEU). Urban management and the Union work together in good faith and are motivated by a shared commitment to this institution. This position is included in the Union-represented collective bargaining unit, and specific employment terms and conditions are subject to collective bargaining negotiations.

The above statements are intended to describe the general nature and level of the work being performed by the people assigned. This posting is not an exhaustive list of all duties, responsibilities, and requirements. Urban management reserves the right to amend and change duties, responsibilities, and requirements to meet business and organizational needs as necessary.

The Urban Institute is an equal opportunity employer and is committed to a diverse and inclusive workplace. All qualified candidates will receive consideration without regard to race, color, religion, national origin, gender or gender identity, age, marital status, personal appearance, sexual orientation, veteran status, pregnancy or family responsibilities, matriculation, disability, political affiliation, or any other protected status under applicable law.

We are committed to equal employment opportunity and providing reasonable accommodations to applicants with physical and/or mental disabilities. If you have a physical and/or mental disability and are interested in applying for employment and need special accommodations to use our website to apply for a position, please contact Human Resources at humanresources@urban.org. Reasonable accommodation requests are considered on a case-by-case basis.

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Posted: 2023-01-25 Expires: 2023-02-23
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Special Assistant and Project Administrator (Office of Human Resources)

The Urban Institute
Washington, DC 20004

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