Salary: $ 47,000 - $55,000
Candidate Level: Junior
Contract Type: Permanent
Working Hours: Full Time
Sector: Research
Link to Website
Closing date: 25/02/2024
Pulitzer Center on Crisis Reporting
Administrative Program Coordinator

The Pulitzer Center is seeking an enterprising and versatile Administrative Program Coordinator to support our Editorial team and initiatives. The Pulitzer Center works with some of the best journalists from around the world on stories of regional and global concern. 

We are looking for a proactive and detail-oriented person who is passionate about facilitating the work of a diverse group of individuals and media outlets and driven to improve organizational processes and to find solutions to unexpected problems.

The Administrative Program Coordinator is responsible for the administrative and logistical operations of the Editorial team. This person works with internal and external partners to support the goals of the broader Editorial department. The Coordinator designs, implements, and maintains systems and processes that allow Editorial team workflows to run efficiently from an administrative perspective. The role is critical in maintaining grantee, project, and payment records, while also monitoring and upkeeping program and financial reports, and liaising with journalists from around the world. The Coordinator is a strong and efficient problem solver and has excellent communication, time management, and organizational skills. 



Grant management support

  • Manage and process paperwork for reporting projects, schedule grantee payments, and change project statuses.
  • Support editors with sending and troubleshooting grant contracts. Keep grant contracts up-to-date.
  • Prepare proposal review materials for the weekly Editorial meeting.
  • Review reporting projects on a regular basis and alert editors about missing updates, evaluations, unresolved issues, and unresponsive grantees.
  • Keep informed of Editorial team grant status, finances, and spending.
  • Maintain Editorial team reports and dashboards in Salesforce.
  • Continuously improve Editorial team processes to streamline administrative tasks and workflows.

Grantee support

  • Answer grantee questions about paperwork and grant process and troubleshoot issues.
  • Communicate any arising issues and roadblocks grantees face to their assigned editor.
  • Oversee the purchasing of travel medical insurance for grantees.
  • Ensure reporting project deliverables are recorded in Salesforce.
  • Support the Publishing team as needed and ensure grantee website materials are available and up to date.

Event support

  • Organize and assist with planning and coordination of Editorial team networking and outreach events, including but not limited to affinity conferences, journalism conventions, and webinars.
  • Coordinate event and travel logistics with internal and external partners for these events.
  • Record and log information about events planned and attended by Editorial staff.
  • Administer event surveys. 

Editorial team support

  • Work collaboratively with other Editorial coordinators to support the work of the Editorial team.
  • Organize Editorial team meeting calendars, email groups, Salesforce Chatter groups, and Slack groups.
  • Assist with the development of Editorial programming, including the launch of new and special initiatives.
  • Send out Pulitzer Center’s demographic survey to Editorial grantees and fellows on a bi-annual basis.
  • Analyze and communicate grantee survey results to Editorial staff.
  • Assist on tracking project impact and generating data for funders.

Required Qualifications

  • Bachelor’s Degree.
  • Strong project management skills and the ability to prioritize and manage multiple tasks without compromising quality.
  • Exemplary communication, writing, and presentation skills in order to motivate and work effectively and sensitively with journalists and editors worldwide.
  • The ability to work independently and to have an open and collaborative management style, characteristic of a team player.
  • Fluency in oral and written English. Proficiency in at least one of the languages common in the rainforest regions (French, Spanish, Portuguese, and Bahasa Indonesia) is a big plus. 
  • Cross-cultural sensitivity, and commitment to centering equity in all aspects of the work.

Preferable Qualifications

  • Experience in community management.
  • Experience streamlining administrative processes.
  • Experience planning and facilitating events or conferences, virtually and/or in person.
  • Knowledge or experience in monitoring and evaluation.
  • Demonstrated understanding of and interest in journalism and trends linked to the health of oceans and rainforests, climate change, human rights, global health, tech accountability, and governance.
  • Experience with Salesforce and Drupal is a plus.
Preferred method of response: Not Set
Apply link: Link to Apply
Closing date: 25/02/2024