Manager, Administration & Operations

Organization Summary:

Founded in 1968 , Special Olympics is a global movement to end discrimination against people with intellectual disabilities. We foster acceptance of all people through the power of sport and programming in education, health, and leadership. With nearly four million athletes and Unified Sports® partners and one million coaches and volunteers in more than 170 countries, Special Olympics delivers more than 30 Olympic-type sports and nearly 50,000 games and competitions every year. Learn more at SpecialOlympics.org.

Position Summary:

Are you interested in international education and its intersection with inclusion and disability? Do you want to be part of a global non-profit committed to the inclusion of all?  Is being a member of a vibrant, fast-paced, growth mindset-oriented team how you want to start your career? Then consider this role!

The Manager, Administration and Operations for Global Youth & Education will work directly with the Chief, Global Youth & Education to provide direct operational and administrative support for the Global Youth & Education department. As a team dedicated to youth empowerment, the Manager will operate within professional environment that is forward thinking, collaborative, global, inclusive, diverse, and single-mindedly focused on delivering results. The Manager will manage and coordinate day-to-day administrative support for the Chief and support the Global Youth & Education (GYE) department in ongoing coordination of team operations such as staff meetings and events as well as other scheduling and organizing the agendas for meetings with internal departments and external partners. In support of this team, the Manager will collaborate with Special Olympics International staff and other external partners to ensure effective coordination and implementation towards the goals of GYE.

The Manager will support the Senior Director of Finance for GYE in vendor/consultant contracts and procurement, subaward administration, and in team operations including invoice entry, timecard management, and team event and travel logistics.

As the administrative and operational point person on the GYE team, the Manager will have a first-row seat to global thought leaders in education research, policy, and practice as it relates to disability, sport, and inclusion. The Manager will have the opportunity to interact regularly with the offices of the CEO and Chairman and other members of the Global Leadership team, serving as the external face of the team and the Chief.  

Primary Responsibilities:

• Manage Chief’s calendar by scheduling and prioritizing meetings and generally organizing her calendar.
• Complete the Chief’s expense reports and other administrative forms and documents.
• Assist with the Chief’s interface with the Chairman and CEO, specifically as it relates to agenda setting for update calls.
• Coordinate and maintain ongoing communication support between SOI Headquarters staff, regional offices, consultants, and other stakeholders through scheduling and organizing GYE-wide meetings and events such as the quarterly meeting with the seven global regions.
• Support the Chief in preparation for events and meetings, including preparation of presentation materials, background research, and documents.
• Ensure timesheets and expense reports are submitted in a timely manner.
• Spearhead weekly GYE team meeting.
• Manage Chief’s travel including logistical requirements (flight, hotel, transportation) and provide timely expense reports to account for each trip.
• Additional duties as assigned.

Vendor/Consultant Contracts:

• Conduct vendor screening and follow procedures for setting up new vendors as needed.
• Submit contract requests, monitor request progress, and route completed contracts for signature.
• Maintain excellent vendor and consultant records and regularly review for contract end dates, contract balances, deliverable progress, etc.
• Verify deliverable completion; submit and track invoices and payment requests for GYE department.
• Maintain a working knowledge of SOI procurement and expense policies and ensure all SOI policies are adhered to.

Subaward Administration:

• Complete subaward agreement templates; route for signature; provide copies of fully executed agreements to all stakeholders.
• Submit payment requests per agreement terms and monitor payments.
• Maintain excellent subaward records and regularly review.
• Assist with transitions to new processes or platforms for subaward administration.

Required Qualifications:

• Bachelor’s degree in related field or education/experience equivalency
• Minimum 5+ years in administrative or professional assistant role.
• Superior organizational skills with strong attention to detail.
• Exceptional time management skills and ability to complete tasks in a timely, efficient, and independent manner.
• Ability to manage competing demands including the judgement necessary to prioritize tasks in a fast-paced environment.
• Excellent interpersonal skills and ability to work well in a team environment.
• Fluency with current workplace technology, including latest developments in remote collaborative technology.
• Resourceful, tenacious, and proactive, demonstrating ability to think ahead.
• Superb writing skills including drafting and writing letters as well as editing and proof-reading documents.
• Advanced proficiency in Microsoft Word, Excel, PowerPoint, and Outlook
• Strong organizational skills and high level of attention to detail
• Passionate about sports, young people and working in schools/education.
• Strong personal time management and prioritization skills: ability to manage multiple projects and priorities simultaneously.

Desired Qualifications:

• 4+ years in administrative or administrative assistant role
• Experience in event management.
• Experience managing project budgets.
• Experience with contracts and grants.
• Proficiency in Canva or Adobe Acrobat
• Experience working with people with intellectual disabilities or familiarity with Special Olympics youth engagement programming.
• Knowledge of global development, international affairs, or education research, policy, or practice in global context