The Aspen Institute
Operations Manager
The Aspen Institute, Washington, District of Columbia, us, 20022
The Aspen Institute
The Aspen Institute is a global nonprofit organization committed to realizing a free, just, and equitable society. Since its founding in 1949, the Institute has been driving change through dialogue, leadership, and action to help solve the most critical challenges facing communities in the United States and around the world. Headquartered in Washington, DC, the Institute has a campus in Aspen, Colorado, and an international network of partners.
Commitment to Diversity, Equity & Inclusion
To achieve our mission of a more free, just, and equitable society, we commit to working proactively to advance the principles of diversity, equity, and inclusion across our myriad endeavors such as the recruitment, compensation, training, and advancement of staff. The best people-serving institutions make this commitment, and we seek to be a leader in the ways that we do so and learn from others. Visit our website to learn more about our commitment and recent actions taken toward building and nurturing a diverse and inclusive environment.
Program DescriptionThe Religion & Society Program:
The Religion & Society Program at the Aspen Institute believes there is value in the multi-religious, multi-racial, and multi-ethnic world we live in today. Launched in 2012, the Religion & Society Program ignites change through convening, catalyzing, and researching the challenges and opportunities at the convergence of religion, culture, and justice. In doing so, the Program endeavors to strengthen the understanding of religion's role in advancing equity and the common good. The Program focuses on bridging the gap between ideas and impact, building the capacity of faith-based leaders, galvanizing philanthropic investment, and serving as a national knowledge hub that informs and connects leaders from various fields and worldviews.
In accordance with our Reimagining Work policy, the Development Associate should be willing to be in-person with colleagues a minimum of 40% of the time while having the flexibility to work remotely for the balance. The expectation is for this role to be in our Washington, DC office a minimum of 2x a week to collaborate with colleagues.
Basic Function
The Operations Manager works under the guidance of the Deputy Director to provide centralized operations, financial and administrative management for the Religion & Society Program (RSP). This position requires excellent time management and communication skills, superior knowledge of Excel, strong knowledge of basic information technology and database systems, and an understanding of accounting and bookkeeping.
Essential Duties And Responsibilities
Budget and AccountingManage program budget and accounting processes and systemsDraft annual budget and propose forecast revisions throughout the fiscal yearProcess expense reimbursements and external paymentsKeep internal RSP accounting processes up-to-date and in good working order daily in our internal budget softwareUpdate RSP forecasts in PlanfulPrepare grant budgets and grant financial reports for the Deputy Director’s review
Program AdministrationPerform operations audit and recommend improvements for streamlining workflow processesOversee the day-to-day management of program budget, including reconciling, processing, and tracking expense reports and vendor paymentsMaintain contact information for RSP network members and track other key member activitiesAssist with scheduling conference calls and developing meeting agendasTrack incoming pledges and donations; preparing gift acknowledgements; manage reminder system for program pledgesMaintain and organize program database, including contact information and engagement with program stakeholders
Operations and AdministrativeManage RSP’s overarching systems for project management, file storage, calendaring, contracting, and other operations, recommending and implementing improvements to current systemsManage RSP contact lists, information collection, and connection strategies in SalesforceTrack projects in RSP project management software (Asana)Manage team file storage and collaborative or other software applicationsSchedule RSP staff meetings, Zooms or conference calls reserving meeting rooms as neededManage calendars for the Executive Director and Deputy Director scheduling meetings and monitoring conflictsProvide general program administrative support including copying, scanning, and printing (when in office)Liaise with other administrative departments (such as IT, webteam, etc.) whenever necessaryMentor interns or other junior staff on operations and administrative or research projects as appropriateOther operations and administrative tasks as assigned
Event ManagementManage travel, accommodation and program registration for RSP staff for convenings and eventsManage virtual and in-person programming logistics, including set up of Zoom rooms, registration pages, lodging, etc.Assist program staff with the development of meeting materials, including proofreading and formatting documents; coordinating production and mailing of meeting folders; preparing name badges, table tents and participant lists; and maintaining participants’ arrival/departure lists for off-site meetingsServe as meeting support liaison for on-site or local meetingsProvide essential support before and during on-site meetingsManage key activities and logistical details for annual RSP conveningAssist with planning major public forumsDraft and send program communications under the direction of Deputy Director
Preferred Knowledge, Education And ExperienceBachelor’s degreeA minimum of 8-10 years experience in administrative assistant, executive assistant, and/or operations positionDemonstrated ability to succeed in a fast-paced work environmentOutstanding organizational skills, with emphasis on time-management, attention to detail and the ability to plan, organize and carry out multiple activitiesStrong written and verbal communication skillsProficiency in MS Office, including Excel, Outlook, Word, and PowerPointExperience with expense reimbursement software, contact databases, external payment software, and project management softwareExperience with event planningAbility to work and communicate effectively within a teamAbility and willingness to travel up to 20% of the time
Benefits
The Aspen Institute offers a generous benefits package including health, dental, vision, and prescription benefits, retirement benefits, and paid leave.
Equal Opportunity Employer
The Aspen Institute is an Equal Opportunity Employer and complies with all District and federal laws. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, or protected veteran or disabled status.
If you would like to request a reasonable accommodation regarding the accessibility of our website, a modification or adjustment of the job application or interview process due to a disability, contact HRSupport@aspeninstitute.org or call (202) 736-5800.#J-18808-Ljbffr
The Aspen Institute is a global nonprofit organization committed to realizing a free, just, and equitable society. Since its founding in 1949, the Institute has been driving change through dialogue, leadership, and action to help solve the most critical challenges facing communities in the United States and around the world. Headquartered in Washington, DC, the Institute has a campus in Aspen, Colorado, and an international network of partners.
Commitment to Diversity, Equity & Inclusion
To achieve our mission of a more free, just, and equitable society, we commit to working proactively to advance the principles of diversity, equity, and inclusion across our myriad endeavors such as the recruitment, compensation, training, and advancement of staff. The best people-serving institutions make this commitment, and we seek to be a leader in the ways that we do so and learn from others. Visit our website to learn more about our commitment and recent actions taken toward building and nurturing a diverse and inclusive environment.
Program DescriptionThe Religion & Society Program:
The Religion & Society Program at the Aspen Institute believes there is value in the multi-religious, multi-racial, and multi-ethnic world we live in today. Launched in 2012, the Religion & Society Program ignites change through convening, catalyzing, and researching the challenges and opportunities at the convergence of religion, culture, and justice. In doing so, the Program endeavors to strengthen the understanding of religion's role in advancing equity and the common good. The Program focuses on bridging the gap between ideas and impact, building the capacity of faith-based leaders, galvanizing philanthropic investment, and serving as a national knowledge hub that informs and connects leaders from various fields and worldviews.
In accordance with our Reimagining Work policy, the Development Associate should be willing to be in-person with colleagues a minimum of 40% of the time while having the flexibility to work remotely for the balance. The expectation is for this role to be in our Washington, DC office a minimum of 2x a week to collaborate with colleagues.
Basic Function
The Operations Manager works under the guidance of the Deputy Director to provide centralized operations, financial and administrative management for the Religion & Society Program (RSP). This position requires excellent time management and communication skills, superior knowledge of Excel, strong knowledge of basic information technology and database systems, and an understanding of accounting and bookkeeping.
Essential Duties And Responsibilities
Budget and AccountingManage program budget and accounting processes and systemsDraft annual budget and propose forecast revisions throughout the fiscal yearProcess expense reimbursements and external paymentsKeep internal RSP accounting processes up-to-date and in good working order daily in our internal budget softwareUpdate RSP forecasts in PlanfulPrepare grant budgets and grant financial reports for the Deputy Director’s review
Program AdministrationPerform operations audit and recommend improvements for streamlining workflow processesOversee the day-to-day management of program budget, including reconciling, processing, and tracking expense reports and vendor paymentsMaintain contact information for RSP network members and track other key member activitiesAssist with scheduling conference calls and developing meeting agendasTrack incoming pledges and donations; preparing gift acknowledgements; manage reminder system for program pledgesMaintain and organize program database, including contact information and engagement with program stakeholders
Operations and AdministrativeManage RSP’s overarching systems for project management, file storage, calendaring, contracting, and other operations, recommending and implementing improvements to current systemsManage RSP contact lists, information collection, and connection strategies in SalesforceTrack projects in RSP project management software (Asana)Manage team file storage and collaborative or other software applicationsSchedule RSP staff meetings, Zooms or conference calls reserving meeting rooms as neededManage calendars for the Executive Director and Deputy Director scheduling meetings and monitoring conflictsProvide general program administrative support including copying, scanning, and printing (when in office)Liaise with other administrative departments (such as IT, webteam, etc.) whenever necessaryMentor interns or other junior staff on operations and administrative or research projects as appropriateOther operations and administrative tasks as assigned
Event ManagementManage travel, accommodation and program registration for RSP staff for convenings and eventsManage virtual and in-person programming logistics, including set up of Zoom rooms, registration pages, lodging, etc.Assist program staff with the development of meeting materials, including proofreading and formatting documents; coordinating production and mailing of meeting folders; preparing name badges, table tents and participant lists; and maintaining participants’ arrival/departure lists for off-site meetingsServe as meeting support liaison for on-site or local meetingsProvide essential support before and during on-site meetingsManage key activities and logistical details for annual RSP conveningAssist with planning major public forumsDraft and send program communications under the direction of Deputy Director
Preferred Knowledge, Education And ExperienceBachelor’s degreeA minimum of 8-10 years experience in administrative assistant, executive assistant, and/or operations positionDemonstrated ability to succeed in a fast-paced work environmentOutstanding organizational skills, with emphasis on time-management, attention to detail and the ability to plan, organize and carry out multiple activitiesStrong written and verbal communication skillsProficiency in MS Office, including Excel, Outlook, Word, and PowerPointExperience with expense reimbursement software, contact databases, external payment software, and project management softwareExperience with event planningAbility to work and communicate effectively within a teamAbility and willingness to travel up to 20% of the time
Benefits
The Aspen Institute offers a generous benefits package including health, dental, vision, and prescription benefits, retirement benefits, and paid leave.
Equal Opportunity Employer
The Aspen Institute is an Equal Opportunity Employer and complies with all District and federal laws. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, or protected veteran or disabled status.
If you would like to request a reasonable accommodation regarding the accessibility of our website, a modification or adjustment of the job application or interview process due to a disability, contact HRSupport@aspeninstitute.org or call (202) 736-5800.#J-18808-Ljbffr