Job Profile:

Administrative Operations Specialist 2

Job Family:

Administrative Operations

Time Type:

Full time

Apply before 11:59 PM Arizona time the day before the posted End Date.

Minimum Qualifications:

Bachelor's degree and three (3) years of experience appropriate to the area of assignment/field; OR, Any equivalent combination of experience and/or training from which comparable knowledge, skills and abilities have been achieved.

Job Profile Summary:
Supports and instructs those served by the department with routine to intermediate queries, applies fundamental knowledge of multiple standards, policies and procedures, and maintains accurate and detailed records.

Job Description:

Position Salary Range: $60,000 - $65,000 per year; DOE

Job Description:

The McCain Institute is a nonpartisan organization inspired by Senator John McCain and his family’s dedication to public service. We are part of Arizona State University and based in Washington, D.C. Our programs defend democracy, advance human rights, and empower character-driven leaders. Our unique power to convene leaders across the global political spectrum enables us to make a real impact on the world’s most pressing challenges. Our goal is action, not talk, and like Senator McCain, we are fighting to create a free, safe, and just world for all.

 

The Human Rights & Freedom (HRF) Program Coordinator will primarily work on the McCain Ukraine Leadership Initiative (MULI). The individual will work with and report to the McCain Institute’s HRF Program Manager, while coordinating activities closely with others on the HRF team.

 

This position is based in Washington, DC, and is eligible for a hybrid work schedule.

Essential Duties:

• Assist the Program Manager in delivering MULI activities on-time and on-budget, including through meticulous tracking of tasks and workflows.
• Process and ensure the timely payment of program expenses, including by collecting receipts, submitting financial requests, and working closely with McCain Institute finance team and KE procurement. Coordinate travel logistics for McCain Institute staff, program participants, and other external stakeholders.
• Manage the HRF Program Manager’s calendar, e.g. by responding to meeting requests, sending calendar invitations. 
• Coordinate logistics for meetings and events, including by arranging catering, A/V, photographer, and venue, and serving as a point of contact with event partners
• Draft and edit materials related to the MULI program , including but not limited to social media posts, press releases, invitations, agendas, and onboarding materials. 
• Record and track all expenses for the MULI program in McCain Institute tracking tools, as well as maintain receipts and financial documentation in support of those expenses. 
• Assist the McCain Institute finance team and ORSPA to ensure the MULI’s compliance with donor and ASU financial rules, including by filling in and shepherding required forms through defined approval processes. 
• Assist in relationship management with existing and potential partners for the MULI activities. 
• Assist with the recruitment of the McCain Institute’s Junior Fellows. 
• Other duties as required to meet MULI objectives.

Desired Qualifications:

• Demonstrable knowledge of Russia’s full-scale invasion of Ukraine and Ukraine’s politics and society.
• Strong written and verbal communication skills.
• Experience handling logistics such as flight and hotel bookings, as well as visa applications.
• Experience with event organization, including sending invitations via MailChimp, managing RSVP lists, and on-site logistics.
• Experience with project planning, implementation, and reporting.
• Experience working with budgets as well as processing and tracking expenses.
• Experience communicating with high-level stakeholders across multiple time zones.
• Strong attention to detail.
• Excellent organizational skills and the ability to manage multiple competing priorities with minimal supervision, ensuring on-time delivery.
• Experience in using Microsoft Office software (Word, Excel, Outlook, SharePoint, One Drive)

Working Environment:

• Climate-controlled office setting subject to extended periods of being in a stationary position.
• Regular use of standard office equipment including but not limited to computer workstation/laptop (keyboard, monitor, mouse), printer, fax, calculator, copier, telephone, and associated computer/technology peripherals.
• Prepare written correspondence and reports.
• ASU offers eligible employees commuter benefits, including a monthly contribution toward Metro transportation expenses

Department Statement:

At McCain Institute, we are dedicated to building a diverse, inclusive, and authentic workplace, so if you’re excited about this role but your past experience doesn’t align perfectly, we encourage you to apply anyway. We value your unique background and perspective, and you may be just the right candidate for this position or other roles on our team.

Learn more at www.mccaininstitute.org/

Driving Requirement:

Driving is not required for this position.

Location:

Off-Campus: Washington, D. C.

Funding:

Grant Funded

 

Instructions to Apply:

Current employees, student workers seeking staff opportunities, and students applying for student worker positions must apply directly through the Workday Jobs Hub.

To be considered, your application must include all of the following attachments:

• Cover letter
• Resume or CV

Multiple documents may be uploaded in the attachments section. Alternatively, applicants may combine all required materials into a single PDF for submission. Please ensure uploaded documents are clearly labeled and include your name.

Please ensure your resume includes all employment information in month and year format, for example 6/04 to 8/14, along with job title, job duties, and employer name for each position. Your resume should clearly demonstrate how your experience and background meet the minimum and desired qualifications for this position. Incomplete applications or missing required materials may not be considered.

Important: Do not withdraw your application to make edits. Once an application is withdrawn, it cannot be edited, reactivated, or replaced with a new submission. If you have questions or need assistance, please contact The Office of Human Resources Talent Acquisition before the posting close date.

Graduate Assistant, Intern and part-time positions are counted as half time for experience equivalency, meaning one year equals six months of experience.

Only electronic applications will be accepted for this position. By submitting an application, you confirm that the information provided is accurate and complete.

ASU Statement:

Arizona State University is a new model for American higher education, an unprecedented combination of academic excellence, entrepreneurial energy and broad access. This New American University is a single, unified institution comprising four differentiated campuses positively impacting the economic, social, cultural and environmental health of the communities it serves. Its research is inspired by real world application blurring the boundaries that traditionally separate academic disciplines. ASU serves more than 100,000 students in metropolitan Phoenix, Arizona, the nation's fifth largest city. ASU champions inclusive excellence, and welcomes students from all fifty states and more than one hundred nations across the globe.

ASU is a tobacco-free university. For details visit https://wellness.asu.edu/explore-wellness/body/alcohol-and-drugs/tobacco

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability, protected veteran status, or any other basis protected by law.

Notice of Availability of the ASU Annual Security and Fire Safety Report:

In compliance with federal law, ASU prepares an annual report on campus security and fire safety programs and resources. ASU’s Annual Security and Fire Safety Report is available online at https://www.asu.edu/police/PDFs/ASU-Clery-Report.pdf. You may request a hard copy of the report by contacting the ASU Police Department at 480-965-3456.

Relocation Assistance – For information about schools, housing child resources, neighborhoods, hospitals, community events, and taxes, visit https://cfo.asu.edu/az-resources.

ASU’s comprehensive benefits package is a key part of your total compensation. Visit the ASU Compensation Estimator

Employment Verification Statement:

ASU conducts pre-employment screening which may include verification of work history, academic credentials, licenses, and certifications.

Background Check Statement:

ASU conducts pre-employment screening for all positions which includes a criminal background check, verification of work history, academic credentials, licenses, and certifications. Employment is contingent upon successful passing of the background check.

Fingerprint Check Statement:

A fingerprint check is not required for this position.