Administrative Operations Coordinator

2 weeks ago

Washington, Washington, D.C., United States Breakthrough T1D Full time

As a prominent global organization dedicated to type 1 diabetes (T1D) research and advocacy, Breakthrough T1D strives to enhance daily living for those affected by T1D while pursuing innovative cures. Our commitment lies in funding groundbreaking research aimed at transforming concepts into impactful therapies and devices. We collaborate with governmental bodies, regulatory agencies, and insurance providers to tackle challenges that hinder access to care for the T1D community, effectively dismantling barriers on a global scale. Our resources and guidance empower individuals to navigate life with T1D more effectively. This initiative transcends mere moments; it is about fostering a movement for the T1D community. Join us in our mission to educate and uplift those facing type 1 diabetes.

Our vision is to enhance lives today and in the future by accelerating transformative breakthroughs in the treatment, prevention, and eventual cure of T1D and its associated complications. Our guiding principle remains steadfast: As we advance towards curing type 1 diabetes, we simultaneously improve the everyday experiences of those impacted by it.

POSITION OVERVIEW:

Oversee the operational functions of the Breakthrough T1D Advocacy office while providing high-level administrative support to the Chief Global Advocacy Officer and the Advocacy team. Key responsibilities encompass travel coordination, executive scheduling, and meeting organization, including meal arrangements; preparing and processing Advocacy-related invoices, budget preparation and submissions, and reconciliation; managing vendor records and invoicing; and ensuring the availability of essential office equipment, audiovisual functionality, and supplies. Act as a liaison to property management, handle financial troubleshooting, and manage expense reporting and invoicing matters. Collaborate with the team to organize Advocacy events for 175 to 300 attendees, including processing expense reports. Work alongside executive team assistants on matters concerning the Executive Team and Board meetings. Proficiency in Microsoft Office Suite and SharePoint is essential for maintaining online filing systems.

KEY RESPONSIBILITIES:

Executive Support

Act as the executive assistant to the Chief Global Advocacy Officer. Provide administrative assistance to other Advocacy team members, including scheduling and coordinating meetings and facilitating travel arrangements. Prepare presentations, materials, and correspondence. Address, direct, and filter inquiries. Assist in planning Board and Committee meetings.

Office Coordination

Oversee and manage logistics related to office space. Serve as the liaison to building management and the local JDRF chapter. Coordinate relationships with office vendors, manage office-related contracts, and ensure adherence to foundation policies. Procure necessary office supplies and maintain an organized online filing system. Support the onboarding and offboarding processes for departmental staff. Recruit and supervise temporary administrative personnel. Ensure the functionality of office computers and audiovisual technology. Execute or delegate computer-related tasks, including troubleshooting in collaboration with the Breakthrough T1D Information Technology Department. Keep the Advocacy Office administrative procedures manual up to date. Collaborate with various departments at Breakthrough T1D headquarters.

Financial Management

Assist department leadership in preparing the annual budget and managing ongoing financial activities, including departmental forecasts. Retrieve and input data and generate reports. Code and process departmental invoices and expense reports in accordance with foundation policies, reviewing monthly budget statements for accuracy. Collaborate with staff, volunteers, and vendors to resolve issues related to expense reports and invoices.

Compliance and Reporting

Aid in the preparation of Breakthrough T1D's lobbying reports (LD-2 and LD-203) for quarterly and semi-annual submissions, as well as information for annual 990 reports. Work with staff to ensure timely submissions and prepare memos for records.

QUALIFICATIONS:

A minimum of 5 years of experience as an executive administrative assistant or a combination of relevant administrative, secretarial, and business experience. Familiarity with clerical procedures, including word processing, file and record management, form design, and other office protocols and terminology. Proficient in multiple software applications, including Word, Excel, PowerPoint, Outlook, Workday Finance, and Adobe, with the capacity to learn new software quickly. Experienced in office-related financial management. Exceptional written and verbal communication skills, including the ability to create and prepare presentations, reports, and business correspondence. Detail-oriented with robust organizational capabilities. Strong interpersonal skills, demonstrating the ability to collaborate effectively with all levels of staff and volunteers. Must cultivate and maintain relationships. Highly efficient in time management, capable of meeting deadlines under pressure. Ability to multitask, prioritize, and thrive in a fast-paced environment. Active listening skills with the ability to think critically, respond positively, and assess situations to determine appropriate actions decisively under pressure. Capable of working independently, exercising judgment, and taking initiative. A self-starter who requires minimal supervision. Committed to maintaining the confidentiality and security of all information. A genuine interest in healthcare, particularly in diabetes.

EDUCATION: A Bachelor's Degree is preferred, along with a minimum of 5 years of administrative experience or an equivalent combination of education and experience.

DIRECT REPORTS: Temporary staff as assigned.

WORK ARRANGEMENT: This is a hybrid role, requiring a minimum of three days per week in the office.

PHYSICAL DEMANDS:

The physical requirements described here are representative of those that must be met by an employee to successfully perform the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform these essential functions.

While executing the responsibilities of this position, the employee is regularly required to communicate verbally and audibly. The employee frequently uses hands or fingers to handle or manipulate objects, tools, or controls. Occasionally, the employee may need to stand, walk, sit, reach with hands and arms, climb or balance, and stoop, kneel, crouch, or crawl.

The employee must occasionally lift and/or move up to 25 pounds, and infrequently up to 50 pounds. Specific vision abilities required for this position include close vision, distance vision, color vision, peripheral vision, and the ability to adjust focus.

The noise level in the work environment is typically moderate.

ADDITIONAL INFORMATION:

Requests for medical, religious, and other exemptions will be considered on an individual basis. Breakthrough T1D will adhere to all federal, state, and local regulations.

Breakthrough T1D is committed to fostering a diverse and inclusive workforce.
Breakthrough T1D is an Equal Opportunity Employer.
All information will be kept confidential in accordance with EEO guidelines.

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