Reimagining Elections Coordinator

The d.school at :
At the d.school, students and faculty from across the University come together to work together to solve problems in a human-centered and creative way. The d.school is an exceptional innovation and collaboration space at and is a thought leader and a pioneering model for design and innovation programs across the world.

Reimagining Elections Project at the d.school.

The Reimagining Elections Project aims to apply a human centered design approach to help election administrators, within local election offices, improve their ability to face the range of unprecedented challenges in the United State's upcoming elections.

The Reimagining Elections Coordinator will play a key role in the following areas:

Organization and Operations:
Oversee all Program purchasing transactions, including verifying purchase card transactions and travel card expenses for the team. Process an array of financial transactions, ensuring work complies with complex internal policies and external regulations which may require interpretation. Keep track of and process revenue collected from multiple sources, in the form of credit card payments and bank transfers, in collaboration with the d.school Finance team.

Serve as liaison between the project team and 's Office of Sponsored Research (OSR), including obtaining and interpreting expense reports and budget commitments to properly track spending and develop accurate budget projections to utilize funds in an allowable and timely manner.

Implement process for streamlining and coordinating project's workflow

Review accounting transactions and documents for completeness, accuracy, and compliance; and resolve accounting issues by identifying data anomalies, deviations from established procedures, and unusual issues. Run, review, analyze and share financial reports.

Oversee process for posting, reviewing applications, and short-listing candidates for student workers and fellows

Coordinate relationships and logistics with project contractors arrange meetings, facilitate their contract processing, and coordinate their payment.

Set and manage the calendar for all programs.

Plan and prepare all logistics for Project events, both at and off-site. This includes reserving spaces at , ordering food (including separate accommodations for those with dietary restrictions), securing janitorial services, purchasing supplies, printing materials, negotiating hotel and bus contracts. Serve as an on-site point-of-contact for attendees.

Be a friendly first point-of-contact for members of the public, answering questions via e-mail and by phone.



Team Mindset:

Participate as a member of the Reimagining Elections Project by taking part in weekly team meetings and proactively communicating and collaborating with team members. Our program is always changing and we constantly try new things. Bring flexibility and a willingness to go on that journey with us and contribute to emerging work that needs to be done.

Participate in d.school weekly meetings and other "full team" events as they arise, including d.school launch and landing days)

Relationship Building and Management:

Participate in meetings with project's core anchor-partners

What we are hoping for:

Bachelor's degree and three years of relevant experience, or combination of education and relevant experience.

Demonstrated experience with cloud-based applications, including Google Docs (including text, spreadsheets, slides, and forms) and Google Drive.

Experience maintaining a project budget and ability to apply accounting skills and concepts using financial software.

Strong organizational skills, keen attention to details, and demonstrated success in following through.

- Ability to run virtual events, such as workshops and webinars, using virtual meeting tools such as zoom.

Strong verbal and written communication skills.

Excellent customer service and interpersonal skills.

A proactive attitude in identifying program needs and challenges, and a bias to action in resolving those challenges.

The ability to prioritize and provide a self-directed approach to project management.



Also nice to have:

Experience with Oracle Financial System a plus.

Experience working in the social sector (non-profit, government, foundation), and passion for social impact work.

Experience using Adobe Acrobat and InDesign. Experience building and editing SquareSpace websites.

Capability with basic graphic design and layout (flyers, posters, handouts).

Experience organizing and holding events (working with catering/vendors, creating welcoming atmosphere for attendees, working 'behind the scenes' to keep events on track).
Requirements:

Remote/onsite/hybrid: hybrid

If hybrid, what days onsite: flexible

Bill Rate (This is NOT the pay rate to candidate, this is the all in rate): negotiable

Duration of project (start and end date): December 2022 to June 2023

Full time or part time: open to part time (minimum 50%), or full time

Number of hours per week: negotiable

Will the resource be working with minors? no

How many years of experience are required? 3+

Will this role extend or possibly convert to a FTE? no

Top 3 requirements to hire? ability to work with financial system (oracle), project management experience, team player