BASIC FUNCTION
Manages events and provides day-to-day administration for the John L. Thornton China Center (JLTCC); provides support to the Brookings-Tsinghua Center (BTC); serves as main administrative support to the Director.
EDUCATION/EXPERIENCE REQUIREMENTS
Bachelor’s degree required. Minimum two years relevant experience required (including experience in events coordination and office management). Experience with budgeting, accounting, and finance preferred. Must be currently authorized to work for any employer in the U.S.
KNOWLEDGE REQUIREMENTS
Excellent organizational skills and attention to detail required. Proficiency in English language required; oral and written Mandarin language fluency strongly preferred. Must possess poise, discretion and mature judgment to respond appropriately and in professional manner in fast-paced atmosphere; ability to smoothly manage tasks and proactively set priorities; ability to identify and address new responsibilities. Must also have ability to effectively utilize the Internet as well as strong proficiency in Microsoft Word, Excel, Power Point, Access, web formatting, social media, and other software utilized in contemporary office environment. General interest in and knowledge of China preferred.
PRINCIPAL DUTIES AND RESPONSIBILITIES
50% Program and Event Coordination
- Assists with event, program, conference, and seminar logistics; makes logistical arrangements for staff and event participants; implements substantive program as developed by JLTCC staff.
- Works with Assistant Director to maintain Center calendar and record of events and activities; helps ensure that all Center staff are kept informed and updated.
- Serves as liaison to FP and other Brookings staff for general Center administrative and operational needs; ensures smooth functioning of Center through maintenance of office supplies, communication with other Brookings departments to facilitate operational requests (IT, Business Services, etc.).
- Responsible for development and maintenance of the Center’s electronic and hard-copy filing systems; manages Center database and performs data entry as needed; maintains records of conference discussants and conference materials.
- Assists with dissemination of the Center’s products and publications; provides occasional editorial or proofreading assistance for Center products and publications.
- Oversees coordination of staff and guest arrivals and orientations; oversees intern groups and provides training, guidance, etc.; advises interns on cultural and language issues as needed.
- Provides timesheet submissions and support to Center staff as needed; conducts other Center-related work as requested.
30% Budget and Financial Assistance
- Provides support to the Assistant Director to develop, monitor, and document Center budget; provides updates and budget report review or production as needed.
- Works with Assistant Director and Financial Manager to review and approve budget and expenditures for the JLTCC and BTC; assists with monitoring and reconciliation of quarterly BTC budget reports.
- Provides assistance for preparation, monitoring, and approval of Center invoices and contracts; signs off and approves travel expense reports generated by staff and attendees.
- Manages Center P-card; tracks expenses, processes and approves receipts for events as needed; monitors and routes contracts; communicates with relevant FP and Accounting personnel to request and track checks for expenses and contracts.
- Works with Assistant Director and Development Officer to assist with preparation of information for grant reports and funding report submissions.
20% Administrative Support to Senior Staff
- Maintains schedule for JLTCC Director; screens correspondence and appointments as needed; arranges speeches, public events, and private meetings; arranges and coordinates Director’s travel; handles TERs for Director’s travel; composes, types, edits documents from verbal instructions or notes.
- Provides liaison support to the staff and the Director of the BTC for various needs such as rental payments, technology equipment support, etc.
- Works with Assistant Director to ensure appropriate support for all Center staff, including Director, Assistant Director, Visiting Fellows, Senior Fellows, and Fellows.
- Coordinates administrative support tasks assigned to JLTCC research assistants.
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.
