The Institute for Higher Education Policy (IHEP) is a nonprofit, nonpartisan research, policy, and advocacy organization committed to promoting access to and success for all students regardless of race, background, or circumstance. Established in 1993, IHEP provides timely, evidence-based, and student-centered research to inform policy decisions and address our nation’s most pressing education challenges.

JOB SUMMARY:

Reporting to the Senior Director of Strategic Engagement, Planning, and Operations, the Administrative and Project Coordinator will provide office management and administrative support across the organization.

IHEP is headquartered in Washington, D.C., and operates fully remotely on a day-to-day basis; however we come together in-person once a quarter to connect, build cohesion, and bond as a full staff. Due to the office management responsibilities of this role, this person must reside in the D.C. metropolitan area.

PRIMARY RESPONIBILITIES:

Administrative Support:

• Support meeting logistics for internal and external convenings, including: scheduling, travel arrangements, organization of meeting materials, registration, technology support, catering, on-site event support, communications with attendees, and any other support as needed. This support includes in-person, hybrid, and virtual convenings.
• Provide administrative support to staff across the organization with scheduling and managing meeting logistics, light research, coordination of reports/deliverables, and management and maintenance of project-based distribution lists.
• Provide administrative support for vendor relationships, and coordinate with vendors to ensure timely processing of paperwork and payments.
• Maintain internal Sharepoint site, including creating new project pages, keeping operational content up-to-date, and other routine updates.
• Other duties as assigned.
• Process contracts and honoraria agreements through DocuSign.
• Research new vendors to meet identified organizational needs.
• Support processes for RFPs, such as advertising RFPs, organizing proposal responses, coordinating appropriate staff to make a proposal decision, and maintaining compliance with organizational procurement policy.
• Coordinate contract logistics with vendors, contractors, and consultants, including:
  • Support processes for RFPs, such as advertising RFPs, organizing proposal responses, coordinating appropriate staff to make a proposal decision, and maintaining compliance with organizational procurement policy.
  • Process contracts and honoraria agreements through DocuSign.
  • Provide administrative support for vendor relationships, and coordinate with vendors to ensure timely processing of paperwork and payments.
  • Research new vendors to meet identified organizational needs.
• Support the hiring and onboarding processes, including advertising job descriptions, scheduling interviews, and helping coordinate logistics of onboarding new hires.
• Monitor IT Help Desk tickets to identify any persistent technology issues or concerns, and coordinate any items that need to be escalated or require additional support.

Office Management

• Manage building relationship, serve as liaison between building and staff, report/oversee maintenance needs, manage use of office spaces including schedules of hoteling spaces, maintain emergency procedures, manage suite access by maintaining list of assigned fobs and troubleshooting defective fobs, and serve as day-to-day point of contact with partner organization with whom we share office space.
• Serve as point person for all in-office hardware (A/V equipment, photocopiers, IT equipment), understanding how to use it, providing trainings for staff, and coordinating repairs with vendors.
• Monitor and order office supplies and order project-specific supplies in coordination with project staff.
• Manage orderliness of office common areas.
• Coordinate and order office gifts and staff meals (e.g., staff and Board farewell gifts, bereavement or celebration gifts, meals for designated meetings).
• Coordinate operational components of onboarding and offboarding staff, including key fobs, IT hardware, email/O365 and phone accounts, business cards, and SharePoint orientation.

QUALIFICATIONS, EXPERIENCES, and SKILLS:

• Excellent customer relationship skills, able to communicate with people at all levels
• Empathetic and collegial, with the ability to develop effective internal and external relationships.
• Strong verbal, interpersonal, and written communication skills with a strong attention to detail.
• Ability to work effectively both independently and in a team environment, manage multiple competing priorities, and operate on short timelines.
• Ability to anticipate and forestall problems, proactively seek solutions, and push tasks to completion.
• Commitment to IHEP’s mission of using research to inform policies that improve postsecondary opportunities, access, and success for Black, Latinx and/or Hispanic, Indigenous, and AANHPI students, students from low-income backgrounds, and other underserved groups.
• Ability to travel.

WORKING at IHEP:

IHEP recognizes that a talented and justice-focused, diverse, inclusive, and equitable workforce benefits individual, partners, and IHEP as a whole. We recognize that all employees bring their own capabilities, experiences, and characteristics to their work. At IHEP, diversity encompasses differences including, but not limited to, those of race, ethnicity, national origin, sex, age, religion, socioeconomic status, political affiliation, disability, sexual orientation, gender identity or expression, marital status, family responsibilities, experience, and education. The wide array of perspectives that results from such diversity promotes innovation and business success, further supporting the organization’s mission.

IHEP values a healthy work-life balance and offers a comprehensive benefits package with generous paid time off; health, dental, vision benefits; 401K matching; life and disability insurance, flexible work arrangements, and other benefits. Salary is commensurate with experience. The starting salary range for the position is $55,000-65,000.

For the safety and wellbeing of our staff, IHEP requires all employees to be fully vaccinated with a primary series of COVID-19 vaccines (Pfizer, Moderna, J&J/Janssen, or Novavax) as a condition of employment.

HOW to APPLY:

Interested candidates should apply here by submitting a cover letter and resume.

The Institute for Higher Education Policy is an Equal Opportunity Employer and encourages diversity in all facets of the organization’s work.

IHEP participates in E-Verify and confirms all employees are authorized to work in the United States through a Form I-9. For more about your right to work, see this information from the Immigrant and Employee Rights Section of the Department of Justice.