Careers at the Aspen Institute
Share with friends or Subscribe!

Aspen Institute employees come from a wide range of backgrounds and possess a unique blend of education, skill, and policy experience. We recognize that our people are our vital resource and we value their knowledge, enthusiasm, and commitment. At the Aspen Institute we offer competitive salaries and a wide variety of benefits to our employees and their families.

If you would enjoy working in a dynamic environment and are looking for an opportunity to become part of a stellar team of professionals, we invite you to apply online today.

Operations Coordinator

Department: J&S
Location: Washington, DC
Salary: $52,200 - $57,000 per year

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.

Launched in 2012, the Religion & Society Program strives 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. By emphasizing network and community building, the Program is creating and amplifying connections that can break down barriers for generations to come. 

Basic Function: 

The Operations Coordinator works under the direction of the Senior Operations Associate to provide centralized operations coordination and administrative support for the R&S Program at our Washington, DC, offices and elsewhere around the country.

Essential Duties and Responsibilities: 

The R&S Program is looking for a professional, responsible, very detail-oriented self-starter with experience providing operations and administrative support in a fast-paced environment. 

The Operations Coordinator must be a systems thinker, viewing operations in structure, pattern, and system, and must be able to proactively identify and solve operations and administrative problems, to help our team run more efficiently. This candidate must be well organized, flexible, and must be able to contend with multiple demands and pressure for speed and accuracy while maintaining a high level of sustained attention to detail. She/he/they must have the ability to interact with staff and external stakeholders at all levels. The Operations Coordinator will be results-oriented, highly motivated, creative, and a team player. This position requires travel approximately four times per year when it is safe to do so. 

Budget and Accounting Duties 

  • Process expense reimbursements and external payments; 
  • Keep internal R&S accounting processes up-to-date and in good working order daily in Excel; and, 
  • Draft and revise program grant budgets and program grant financial reports for Sr. Operations Associate’s review and Program Associate’s approval. 

Operations and Administrative Duties 

  • Manage R&S contact lists, data gathering and scrubbing, information collection, and connection strategies in Salesforce; 
  • Keep track of Ops and Admin projects using our project management software (Asana); 
  • Assist the Sr. Operations Associate in managing file storage and collaborative or other software applications; 
  • Support the Sr. Operations Associate in the tracking of R&S evaluation metrics, including: publications, event/publication feedback, team accomplishments, social media influence, etc; 
  • Provide general program administrative support including copying, scanning, and printing (when in office); 
  • Liaise with other administration departments (such as IT, Webteam, etc.) whenever necessary; 
  • Mentor interns or other junior staff on operations and administrative or research projects as appropriate; and, 
  • Other operations and administrative tasks as assigned. 

Program Duties 

  • Manage virtual and in-person programming logistics, including set up of zoom rooms, registration pages, ReturnSafe vaccination management apps, room booking, etc.;
  • Proofread and format meeting materials, coordinate production and mailing of meeting folders, preparing name badges, table tents and participant lists, and maintaining participants’ arrival/departure lists for off-site meetings; 
  • Collaborate with Sr. Operations Associate in program/event preparation, including conducting preparatory research and drafting runs of show, talking points, and slide decks to be used by R&S staff; 
  • Serve as meeting support liaison for on-site or local meetings – this may include ordering and picking up food, arriving early and setting up the meeting room; ? Provide essential support before and during on-site meetings, including serving as a resource for participants, liaison to facility management, management of set-up and refreshment of food/beverage, arranging for and testing AV equipment, ensuring meeting supplies are available (flip charts, markers, projectors, etc.); 
  • Collaborate with other Program staff to share ideas, questions, and recommendations on programming and strategy; and, 
  • Other programmatic tasks as assigned. 

Preferred Knowledge, Education and Experience: 

  • Minimum of 2 yrs. relevant work experience OR minimum of 1 yr. of relevant work experience combined with a bachelor’s degree; 
  • Interest in issues of religious diversity and pluralism; 
  • Proficiency in MS office, including Excel, Outlook, Word, and PowerPoint; ? Experience with contact databases (such as Salesforce), external payment software (such as Microix), and project management software (such as Asana); 
  • Experience with event support; 
  • Excellent attention to detail, personal organization, and time management; ? Ability to successfully work in fast-paced environment and manage multiple tasks simultaneously under pressure; 
  • Excellent written and oral communications skills, including in professional correspondence and with a wide variety of stakeholders; 
  • Ability to work and communicate effectively within a team; 
  • Excellent interpersonal skills, including a desire to learn and the ability to be flexible.

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 or call (202) 736-1074.

Applicant Tracking System Powered by ClearCompany HRM Applicant Tracking System