Job Description
Job DescriptionSalary: 26.44 - 29.80 per hour
*Applications submitted by October 10th will be prioritized.
Organization Summary:
PAX sapiens is on a mission to prevent predictable global catastrophes. We use direct grantmaking and coordination tools such as convenings, conferences, and information sharing systems to advance human security and sustainable peace. In support of our mission, our focus areas include strengthening global systems for pandemic prevention, preventing nuclear war, and promoting better US-Chinese relationships in global fora specifically. We focus on hiring talented and impact-driven professionals who are passionate about driving positive change.
Our Secure Future: Women Make the Difference (OSF), a program of PAX sapiens, works to strengthen the Women, Peace and Security (WPS) agenda to build a more peaceful world through ensuring womens full participation in governance and peace and security decision-making. OSF is based out of the PAX sapiens Washington, D.C. office.
Primary Role:
The OSF Project Coordinator will support the OSF team in an administrative capacity in the Washington D.C. office. The Project Coordinator will help coordinate across the Foundation to support PAX-wide program events taking place in Washington, DC, manage administrative tasks and processes, including travel booking and invoice processing, and coordinate with both external partners and internal operations.
Reports to:
The Associate Director of Our Secure Future: Women Make the Difference.
Job Type:
Full-Time; Non-Exempt; Hourly
Compensation:
The Hiring range for this position is: 26.44 - 29.80 per hour.
Benefits:
- 15 paid vacation days a year
- 8 paid holidays
- 10 days paid annual sick leave
- Medical, Dental and Vision Benefit options for employees and family members
- Employee Assistance Program
- Hybrid Work from Home/ In-office schedule
- Family Leave
- Professional Development Funds
- Tuition Reimbursement Assistance
Location:
This position is hybrid with a few days per week in our DC office, and the rest working remotely from home. Candidates must live or be willing to relocate within the DMV area (DC, Maryland, Virginia)
Primary Responsibilities:
- Liaise with PAX sapiens Foundation HQ in Broomfield, CO with the Accounting, Legal, People and Culture, and Operations Departments to manage all the administrative responsibilities necessary to ensure smooth program operationof the OSF portfolio and for wider foundation events taking place in Washington, D.C.
- Manage administrative tasks and processes to include:
- process invoices, credit card and budget reconciliation;
- track and report progress across multiple simultaneous projects;
- draft contracts and amendments using templates;
- schedule meetings and events with both internal and external partners;
- organize and manage the shared OneDrive, contacts database, and hardware and software licensing for the DC office;
- liaise with the Washington, DC office building as necessary for office operations and event planning needs;
- and troubleshoot any IT issues with IT consultants.
- Assist with event and project logistics as necessary, including managing virtual and in-person meetings and all associated functions, reserving event spaces and catering, and tracking invitation contacts and RSVPs.
- Coordinating travel arrangements for OSF staff in compliance with the PAX travel policy.
- Take meeting notes and track event calendar for OSF team.
- Support OSF external communications needs, including drafting social media content, in coordination with OSF team and the PAX communications teams.
- Uphold and demonstrate PAXs Mission, Values, and Culture Characteristics.
- Other duties as assigned.
Required Education, Knowledge, Skills and Competences:
- Bachelor's degree with 1-2 years of previous work experience managing administrative processes, tracking project progress, and facilitating internal and external collaboration and communication.
- 1-2 years of experience doing advance work/event support.
- Proficient skills tracking, inputting, and managing data in MS Excel.
- Ability to handle sensitive and confidential information and situations, and demonstrating poise, tact, and diplomacy.
- Passion for working in a collaborative environment on a small team within an international organization.
- Strong oral, written, and interpersonal communication skills in English.
- Strong computer and word processing skills using Google Suite and MS Office.
- Experience in operations and logistics, including event planning and booking international travel.
- Experience working with Salesforce or other CRM software.
- Knowledge in Women, Peace and Security, international relations, gender, policymaking, peacebuilding, conflict resolution, or related fields.
- Commitment to Pax sapiens mission, and values (paxsapiens.org) and gender equality.
Physical Work Demands:
- Able to sit at a computer for extended periods of time.
- Able to bend at the waist and reach on a daily basis.
- Able to lift and move up to 25 lbs regularly.
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At PAX sapiens, we celebrate diversity and welcome its benefits and are proud to be an equal opportunity workplace. We are committed to equal employment opportunity regardless of race, color, ancestry, religion, gender identity, national origin, sexual orientation, age, citizenship, marital status, disability or veteran status. If you have a disability or special need that requires accommodation, please let us know.