21 days old

Senior Associate, Program Operations

The Aspen Institute
Washington, DC 20037
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  • Job Code
    201399222

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.

Youth Leadership Programs

Youth Leadership Programs identify, cultivate, and amplify rising generations' talent and the ecosystems that support them. The department works with youth up to the age of 25 to redress the most complex and challenging social, political, and scientific issues facing communities, not in some distant future but today. The department is home to The Aspen Challenge, Aspen Young Leaders Fellowship, Bezos Scholars, and Youth Lead Now.

The Aspen Young Leaders Fellowship (AYLF) identifies, cultivates, and amplifies future generations of talent to engage in the values-based leadership essential for improving their lives and society. AYLF is a place-based, multi-site program that nurtures a cadre of diverse youth ages 1824 to support:

  1. Degree completion.
  2. Workforce readiness and placement.
  3. Civic engagement that addresses the most compelling social, political, and scientific issues facing their communities.

AYLF accelerates leadership development, social-emotional learning, and social innovation, along with fellows' abilities to effectuate change inside and outside systems. The program operates on a 1+4 model (1 year of intensive training coupled with four years of targeted support for degree completion and workforce placement). It stimulates long-term community transformation through a whole-systems approach involving families, educators, and community stakeholders.

The Senior Associate plays a crucial role in developing and implementing the strategy for the operational and programmatic delivery functions of AYLF. These efforts include systematizing a complex program operating ten seminars, and a National Summit of 150 attendees, in several US regions. Responsibilities include but are not limited to event design and management for the entire program, procurement and management of cost-effective vendors, and playing a leading role in the program's fiscal management, ensuring overall program expenditures and spending strategies are executed with the utmost fidelity and accuracy.

The ideal candidate is a multi-talented, mid-career professional with experience handling various logistics, event experiences, and operational tasks with efficiency and fiscal savvy. The candidate is creative and eager to learn on the job, is adept at problem-solving and sourcing solutions, and has exceptionally high standards for the quality of their work.

Qualified candidates must demonstrate impeccable attention to detail, superior organizational skills, exceptional verbal and written communication skills, and the ability to flourish in a fast-paced environment. Experience with operational systems such as Microsoft Office and Salesforce is essential. Experience with budgeting and fiscal management software is a plus. Critical thinking and the ability to exercise sound judgment and cultural competence in various situations are important.

The Senior Associate position is a remote work position reporting to the Director of the Aspen Young Leaders Fellowship (AYLF) and will also work with colleagues across the AYLF team.

Essential Duties and Responsibilities

The Senior Program Manager will work closely with department team members with responsibilities including but not limited to:

Financial and Budget Management

  • Assist the AYLF Director and Executive Director of Youth Leadership Programs in the development and strategy for cost-efficiencies of program budgets.
  • Manage revenues and expenses to ensure budget parameters are met, and allocations are accurate, including routine reconciliation of budgets with quarterly all-team reviews.
  • Oversee daily operations of accounting processes, including timely processing of all vendor and consultant invoices, contracts, stipends, talent reimbursements, and other expenses, in partnership with the Aspen Institute's Financial Services, Accounts Payable, and Due Diligence Review/Legal Counsel.
  • Lead the monthly ledger reconciliation and assist with monthly updates to the forecasted projections for the year in Aspen Institute financial tracking platforms.

Program Operations Delivery

  • Provide routine support for virtual and onsite AYLF programming that guides the learning experience and in Salesforce that maximizes the fellow experience.
  • Assist with the recruitment and selection process for new fellows.
  • Assist with entry and processing of impact evaluation data and reporting.
  • Support broader efforts and initiatives of the Youth Leadership Programs department.
  • Research to support program delivery or special initiatives (e.g., vendors, partner organizations, guest speakers, venues, etc.) as needed.
  • Coordinate with the Sr Associate of Knowledge and Learning to create and maintain systems and processes for data collection and storage. (e.g., Salesforce)

Event Planning

  • Assist with planning and execution of significant events (virtual and onsite) and flow of onsite logistics, including but not limited to:
  • Manage event registration systems, event coordination, and registration materials for participants at the National Summit.
  • Manage the program's contract procurement process by working with the program team to develop and finalize content, and with the organization's legal review process to ensure legal compliance.
  • Procure and manage all vendor contracts and internal Aspen Institute legal review processes within the program budget.
  • Co-design and execute comprehensive operations schedules to guide local delivery teams, staff, and production teams through each AYLF session and the National Summit.
  • Manage support staff and external production team(s) to help execute the National Summit and select cultivation events in locations across the US.
  • Manage virtual communication platforms (e.g., Zoom).
  • Assist with the production of event-related print and marketing collateral in collaboration with the program and marketing team (facilitator guides, event logistics documents, reading guides, guest speaker prep guides, guest speaker bios, handouts).

Knowledge, Education, and Experience

  • A Bachelor's degree or related years of experience required.
  • At least six years of experience in operations functions that achieved impeccable results.
  • Strong fiscal management experience.
  • Strong cultural competence and experience working directly with constituents from diverse racial, ethnic, socio-economic, and geographic backgrounds.
  • Excellent computer and software skills required, specifically, expertise with Microsoft Outlook Microsoft Excel (including creation and maintenance of spreadsheets); Microsoft PowerPoint (including the development of dynamic PowerPoint presentations); Microsoft Word (including practical document layout, formatting, and design); virtual engagement platforms such as Zoom; Google Drive file management; CRM platforms like Salesforce; and use of project management platforms.
  • Experience establishing organizational systems to improve efficiency and functioning in a changing environment.
  • Experience meeting deadlines while balancing multiple projects, including calendar management, travel arrangements, and event planning coordination.
  • Experience with website development or graphic design experience a plus.

The ideal candidate will have:

  • Superior attention to detail and ability to manage multiple tasks.
  • Strong customer service orientation: patience, listening, resourcefulness, responsiveness, and attentiveness.
  • Comfort with change and ambiguity.
  • Creative problem-solving skills.
  • Polished, culturally competent interpersonal skills.
  • .Ability to work with diverse audiences and proven ability to interface with senior-level executives effectively.
  • Robust and demonstrable writing and editing skills.
  • Familiarity and interest in leadership development, community impact, and civic engagement; working with college-aged youth, youth from low to moderate income, youth of color, and first-generation college students
  • Strong interest in and passion for community impact and social justice issues.

The Aspen Institute offers a generous benefits package including health, dental, vision, and prescription benefits, retirement benefits, and paid leave.

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 and will not be discriminated against.

Individuals needing an accommodation to complete the job application can contact HRSupport@aspeninstitute.org or call (202) 736-1074.

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PI201399222

Posted: 2023-01-13 Expires: 2023-02-14

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Senior Associate, Program Operations

The Aspen Institute
Washington, DC 20037

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