The Pew Charitable Trusts

Administrative Assistant, Research and Science (Stateline, Philadelphia Research Initiative, Research Review and Support)

US-DC-Washington
3 weeks ago(1/3/2018 5:59 PM)
Job ID
2018-5327
Department
Program-Research & Science
The Pew Charitable Trusts

Overview

 

The Pew Charitable Trusts is driven by the power of knowledge to solve today’s most challenging problems. Pew applies a rigorous, analytical approach to improve public policy, inform the public and invigorate civic life.

 

We are an independent nonprofit organization – the sole beneficiary of seven individual trusts established between 1948 and 1979 by two sons and two daughters of Sun Oil Company founder Joseph N. Pew and his wife, Mary Anderson Pew.

 

Our work lays the foundation for effective policy solutions by informing and engaging citizens, linking diverse interests to pursue common cause and insisting on tangible results. Our projects encourage efficient, responsive governments – at the local, state, national and international levels – serving the public interests.

 

With offices in Philadelphia, Washington DC, Australia, Brussels and London, and with additional staff in other regions of the United States and around the globe, Pew provides an exciting learning environment and the opportunity to work with highly talented individuals. We are a dynamic, rapidly evolving organization that values creativity and innovative thinking and fosters strong teamwork with mutual respect.

 

The Research and Science Portfolio at the Pew Charitable Trusts
The Research and Science portfolio includes both programmatic, functional and outreach elements.  It spans all of Pew’s programmatic work with a focus on advancing quality research and science and deploying research expertise to further the goals of ongoing projects. The portfolio reviews the design of new research projects across the institution to ensure they are high quality, unbiased, and methodologically sound.  The programmatic elements of the portfolio include specific projects related to biomedical science, environmental science, the Philadelphia research public policy research and fiscal federalism. In addition, Research and Science has a role in communicating timely, accurate information on state issues to the general public as the Pew daily news publication, Stateline, is part of our organization. The portfolio also includes an operational aspect working to ensure effective management systems across the program department and coordinating with key partners across the institution. 


Project Descriptions
The Philadelphia Research Initiative (PRI) provides timely, impartial research and analysis that helps Philadelphia’s citizens and leaders understand and address key issues facing the city. PRI’s annual State of the City report is a unique compilation of facts and figures that illuminate relevant trends in one of America’s oldest yet constantly evolving cities. 


Research Review and Support (RRS) facilitates the research process across all Pew programs and projects. Staff help ensure the integrity and quality of all research outputs, including reports, surveys and polls, literature reviews, and data collection and analysis. This work involves taking a research concept from initial hypothesis and proposal through post-analysis data checks, fact checking, and peer review. RRS advises project teams on the best methodological or analytical approaches, datasets and, if appropriate, external vendors to achieve desired outcomes. RRS staff also provides direct research assistance, most commonly data collection and literature reviews, as required.

 

Based in Washington, D.C., Stateline is a project of The Pew Charitable Trusts. Launched in 1998, it is a web-based source of analysis and intelligence from state capitals on a variety of issues. It produces approximately 25 originally reported articles on key state policy issues every month, while also offering email alerts with original content and links to other sources identifying emerging issues and trends in the 50 states and DC. Stateline also produces special reports, such as its annual State of the States series, and intensive, ongoing coverage of major events—e.g., how states are responding to ongoing fiscal pressures. Stateline’s readership includes thousands of state officials, policy makers, business leaders, journalists, students of state government and ordinary citizens. The content appears at www.pewstates.org/stateline, and is distributed via news outlets including USA Today, Huffington Post, McClatchy-Tribune Information Services, and Kaiser Health News, among others.

 

Position Overview
The administrative assistant will be based in Washington, DC, and will support staff in both Washington, DC, and Philadelphia. This position will be assigned to support three specific projects (Stateline, the Philadelphia Research Initiative, and Research Review & Support).  The assignments may change as needed, as projects constantly evolve. Responsibilities include supporting staff by scheduling and preparing meetings, managing expense reimbursements, coordinating travel, maintaining databases, tracking key media outlets for publication of Pew content, and assisting with a daily newsletter.
 
The administrative assistant may participate in regular project meetings and is encouraged to develop a general understanding Pew’s work in the assigned project areas. The successful candidate will need to be experienced in such a role and be able to demonstrate a high degree of independence and initiative in delivering organizational elements of the role. 

 

Responsibilities

 

  • Provide administrative support to project directors to include calendar management and meeting planning.
  • Handle key administrative functions for project staff including: updating and maintaining databases; scheduling and preparing for meetings; copying; faxing; filing; word processing; and producing a daily newsletter.
  • Assist with the preparation of briefing books and other materials.
  • Help prepare for and submit payment expense reports, invoices, and credit card coding reports. Track payments, as requested.
  • Handle travel arrangements for program activities and assist, as needed, with staff and third party travel reservations and planning.   
  • Review monthly financial reports and help managers confirm that they are accurate.
  • Assist with research online and/or liaise with the Philadelphia PCT library staff.
  • Contribute to and participate in tasks and special projects as requested.

 

Requirements

 

  • A minimum of five years of administrative experience in a fast-paced, dynamic environment.
  • High school diploma required; college degree preferred.
  • Outstanding organizational and time management skills; ability to handle several projects at different stages simultaneously and a strong capacity to track details are required.
  • Excellent verbal and written communication skills (including proofreading) and the ability to express oneself concisely and clearly using correct grammar.
  • Attention to detail without losing sight of the bigger picture, conscientious approach to work and ability to anticipate needs and be proactive. Monitors and double-checks work and information for accuracy and quality.
  • A very good command of English language.
  • Flexibility to work as part of a team or independently to meet goals. Ability to work independently with minimal supervision.
  • Sound judgment and discretion in handling confidential information, as well as the ability to conduct oneself in a courteous and highly professional manner. Makes decisions or choices wisely, after adequately contemplating various courses of action and their potential repercussions. 
  • Ability to understand organizational structure and work through administrative systems and processes. Asks appropriate questions to facilitate work being completed. Able to work with various departments and team members to solve problems.
  • Knowledge of and demonstrated proficiency in the use of the Microsoft Office suite of products, especially Excel, and electronic calendar systems, including Outlook, is required. Ability to quickly learn software and facility with computers is preferred.


Compensation and Benefits
We offer a competitive salary and complete benefit program, including: comprehensive, affordable health care through medical, dental, and vision coverage; financial security with life and disability insurance; opportunities to save using health savings and flexible spending accounts; retirement benefits to help prepare for the future; and work/life benefits to maintain a good balance.              

  

 

The Pew Charitable Trusts is an equal opportunity employer, committed to a diverse and inclusive workplace. Pew considers qualified applicants for employment without regard to age, sex, ethnicity, religion, disability, marital status, sexual orientation or gender identity, military/veteran status, or any other basis prohibited by applicable law.

 

 

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