BASIC FUNCTION
The Center Coordinator will assist the Director of Operations for the Engelberg Center for Health Care Reform (ECHCR) in managing general operations of the Center.
EDUCATION/EXPERIENCE REQUIREMENTS
Bachelor’s degree required. Minimum three years of related work experience required. Experience working within non-profit, administrative environment preferred. A background in communications, human resources, and conference management preferred.
KNOWLEDGE REQUIREMENTS
Excellent interpersonal skills with a strong customer service orientation and a proactive work style Excellent oral and written communication skills and ability to express ideas, thoughts and concepts clearly and concisely. Ability to produce high quality work with a focus on continual improvement. Excellent organizational, time management and problem solving skills with careful attention to detail and accuracy. Must exhibit sound judgment and handle confidential, sensitive information. Demonstrated understanding and application of computer technology to efficiently accomplish work using Microsoft Office programs required.
PRINCIPAL DUTIES AND RESPONSIBILITIES
30% HR Coordination
- Collaborates with ECHCR’s Director of Operations and Economic Studies’ Director of Administration on all human resource matters. Provides regular updates and seeks approval before proceeding.
- Ensures that all HR-related processes are followed, and that forms are completed accurately and in a timely manner.
- Coordinates the recruitment process with ECHCR and Human Resources. With guidance from the Director of Operations, participates in recruitment strategy meetings; prepares position requisitions, drafts job descriptions, screens candidates, schedules interviews and participates in other aspects of the process as requested.
- Works with Human Resources to request and hire temporary help as needed and approves timesheets.
- Manages the procedures for processing arrivals, status changes and departures. Maintains standardized checklist for ECHCR-wide use for arriving and departing staff and affiliates. Coordinates arrival of staff, including orientation and procedural training. Ensures staff and affiliate participation in Brookings’ checkout process.
- Coordinates the performance appraisal process; ensures that all introductory review period and annual performance appraisals forms are completed in a timely manner.
- Responds to ECHCR issues as needed.
- Maintains ECHCR HR files, both written and electronic
30% Communication Team Support
- Supports proofreading and copy editing for communications and marketing materials produced by fellows and research staff.
- Supports preparation and coordination of ECHCR event announcements and invitations in collaboration with events and communications staff.
- Supports the creation and implementation of communications and marketing plans for ECHCR events, publications and research.
- Participates in meetings and planning efforts to enhance communications strategies for ECHCR activities.
- Prepares external communications such as blog posts, research articles and news clips to be posted on the Brookings website.
- Helps prepare and maintain media lists and invitation lists for media advisories and event invitations.
30% Center Administration
- Schedules appointments and makes domestic and international travel arrangements, prepares itinerates, arrange reimbursement with outside agencies.
- Reviews and processes final reimbursements (i.e. travel expense reports, cash advances, petty cash) and verifies charges are business-related and charged to the correct project code; tracks bills related to events and publications; maintains records of travel expenses and billings.
- Identifies and recommends potential improvements in office processes and initiates and develops improvements.
- Assists with office space monitoring and space use planning, maintains a staff contact list and organizational charts.
- Oversees building management requests and operations for the Center, including construction, improvements and daily maintenance requests.
- Manages preapproval and processing of ECHCR’s ITS requests for staff.
- Ensures set-up of office, computer accounts, phone, and program orientation for new employees and affiliates.
- Reviews and approves business card requests.
- Other duties as assigned.
10% Meetings and Events Support
- Attends team meetings and plans logistics for upcoming events.
- Assists with preparation of materials prior to the event.
- Coordinates meeting logistics, including managing speakers, checking in guests, and directing questions to the appropriate staff member.
- Completes reimbursements for speakers after the event.
Only applicants meeting minimum qualifications for the position will be considered. Successful completion of a background investigation is required for employment in this position. Brookings welcomes resumes from all qualified applicants, particularly women and minorities. No phone calls and no employment agencies please.
