Senior Projects and Administrative Coordinator

The American Friends Service Committee is a Quaker religious organization that promotes lasting peace with justice, as a practical expression of faith in action. Drawing on continuing spiritual insights and working with people of many backgrounds, we nurture the seeds of change and respect for human life that transform social relations and systems.

Join Our Team! Make A Difference.

POSITION DESCRIPTION

TITLE: Senior Projects and Administrative Coordinator

JOB CATEGORY: Exempt (Salary)

STATUS: Full-Time

TYPE OF EMPLOYMENT: Regular

DIRECT SUPERVISOR: Associate General Secretary for Global Cohesion

REGION/UNIT: US/CENTRAL OFFICE/GLOBAL COHESION

LOCATION: Washington, D.C. In office 2 – 3 days per week.

APPLICATION DEADLINE: October 9, 2026

For consideration, please attach your Cover Letter and Resume to the online application in addition to answering the Application Questions.

SUMMARY OF THE DIVISION
The American Friends Service Committee’s (AFSC) Division of Global Cohesion is charged with making real AFSC’s commitment to greater collective impact across our global program portfolio. Global Cohesion provides the support and resources that ensure shared analysis, strategies, and learning, and various forms of collaboration across AFSC’s programs and thematic program commitments.

GENERAL SUMMARY OF POSITION
The Senior Projects and Administrative Coordinator is responsible for managing key projects that build coordination and cooperation across AFSC’s global program portfolio. The coordinator provides high-level administrative support to the Associate General Secretary (AGS) to ensure the smooth functioning of the Global Cohesion Division. The coordinator will support virtual and in-person meeting coordination and logistics planning and will develop and maintain systems for divisional records management. The coordinator will provide support to the AGS for creating and maintaining the division's financial and administrative processes, and will facilitate timely, effective communication among staff in the Global Cohesion Division.

ESSENTIAL FUNCTIONS / RESPONSIBILITIES AND ACCOUNTABILITIES

Project Coordination and Support

• Develop an understanding of complex internal organizational processes and promote and support systems for coordination and cooperation across AFSC.
• Coordinate the development and maintenance of a global program meeting calendar and support Thematic and Global Cohesion division directors in scheduling meetings and convenings.
• Create and maintain updated information for the Global Cohesion Division on AFSC’s intranet/Share Point site and Teams groups with a focus on timely, transparent, and responsive information for the organization on Global Cohesion priorities and projects.
• Manage searches for consultancies and act as AFSC’s organizational liaison with consultants and others doing short-term work in or on behalf of Global Cohesion.
• Assist the AGS and Thematic Directors in providing support for AFSC’s thematic hubs.
• Provide logistical support for meetings, special projects, and hospitality at the AFSC Washington DC Davis House facility.
• Lead or participate in other special projects, including liaising with other organizations for projects and campaigns, as necessary.

Financial Support

• Act as a liaison between the Global Cohesion division and Finance Department.
• Support the AGS for Global Cohesion in the development and monitoring of the Global Cohesion budget using Microsoft’s Business Central software and Excel reports.
• Prepare and distribute income & expense (I&E) financial reports using the Business Central software system as needed.
• Provide support to Global Cohesion’s departmental directors in reviewing, interpreting, and monitoring I&E reports and developing and monitoring budgets as needed.
• Ensure divisional compliance with AFSC financial policies and procedures.
• Maintain financial records and systems to ensure timely and accurate payments and reconciliation of credit cards, invoices, contracts, and other financial items.

Administrative and Logistical Support

• Support the AGS with administrative tasks and projects, including compiling, tracking, and following up on decision items and reports for the AGS.
• Provide administrative support for Global Cohesion meetings, arrange for multi-language interpretation as needed, manage meeting recordings, and distribute meeting notes, and implement a system to ensure timely action on decision items.
• Coordinate and/or support logistical arrangements (meeting space, interpreters, video/teleconference connections, accommodations, travel, and food) for convenings for the Global Cohesion division and the Global Thematic Hubs, governance committees, working group or task force face-to-face and virtual meetings.
• Support occasional hospitality for visiting advocates at AFSC’s Davis House.
• Support the AGS for Global Cohesion by acting as a liaison with central office units such as IT and the Human Resources Department and providing high-level administrative support for recruitment, searches, orientation, and related tasks.
• Assist the AGS with communication and engagement with governance committees as needed.

Other

• Regular attendance and punctuality are required.
• Operates safely in all conditions and follows policies and procedures.
• Other duties and projects assigned.

SUPERVISORY / MANAGEMENT REQUIREMENTS
No direct supervisory responsibilities.

MINIMUM EXPERIENCE AND QUALIFICATIONS

• Bachelor’s degree in related field required.
• Minimum five years of experience in progressively responsible administrative position, creating and implementing administrative systems, demonstrating initiative and strong critical thinking to provide efficiently organized, anticipatory support for senior management required. Additional experience in financial monitoring; nonprofit financial experience preferred.
• Experience managing and supporting complex projects.
• Strong analytic abilities and demonstrated ability to think creatively and engage in complex problem-solving. Detailed and thorough approach to organizing tasks and carrying them out.
• Experience planning events and in-person, multi-day meetings highly desirable, including identifying affordable hotels, meeting spaces and caterers; negotiating contracts; and managing guest/participant experience, including hotel room-block reservations, menu planning, coordinating with vendors and support staff, supporting set-up and clean-up, and other attendant responsibilities.
• Experience with travel management is desirable, including using and understanding online and business travel booking tools.
• Experience with social change/social justice work is highly desirable.
• Fluency in written and spoken English; demonstrated ability to compose and edit materials for internal and external use in English. Experience in effectively and respectfully conversing and corresponding with staff and vendors around the world whose primary language is not English. Fluency in one other United Nations language desirable, especially Spanish.
• Advanced skill in use of Microsoft software applications, including Word, Excel, Outlook, Teams, and PowerPoint is required. Experience with Adobe Acrobat and Microsoft Share Point is highly desirable. Must be willing to learn other software applications as needed.
• Experience in supporting and hosting online meetings, including in Teams and Zoom.
• Demonstrated ability to maintain confidentiality.
• Dependability in meeting regular work hours and the ability to work flexible hours to meet the needs of AFSC programs in various international and US time zones; preference for candidates whose regular working hours are 8:00am to 4:00 pm PT.
• Ability to attend occasional weekend meetings, virtually or in person.
• Ability to travel occasionally within the US and less frequently internationally.
• Ability to work in the evenings and/or weekends and to travel, as required.
• Ability to work effectively independently and within a team environment.
• Experience with standard Microsoft Office and related technology.
• Must be capable of working under tight time constraints in a high-volume environment with multiple priorities.
• Demonstrated ability to work and communicate with diverse staff.
• Respect for Quaker values and testimonies. Knowledgeable and supportive of the principles and philosophy of the American Friends Service Committee including non-violence and the belief in the intrinsic worth of every individual.
• Respect for and sensitivity to cultural, ethnic, racial, gender and religious diversity and familiarity with non-violent approaches to problem solving.
• Ability to organize, plan ahead and prioritize multiple tasks and meet deadlines.
• Demonstrated dedication to the principles of fairness, equity and inclusion in regard to issues of race, class, nationality, religion, age, gender and sexual orientation, and disabilities.

PHYSICAL DEMANDS
The physical demands and work environment characteristics described are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

COMPENSATION
The AFSC offers a competitive Total Rewards package. This position is Exempt Salary Family: Administration Job Code Administrative Associate 3 Minimum Starting Salary $59,000. Comprehensive medical and hospitalization plan; term life, Short Term Disability & Long-Term Disability, defined benefit pension plan, 403b match, plus other benefits including vacation, Paid Time Off, sabbaticals, extended leaves, holidays.

The American Friends Service Committee provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression or any other characteristic protected by federal, state or local laws. The policy applies to all terms and conditions or employment including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.

AFSC’s Central Office and some of its offices in the U.S. are unionized workplaces. This position is not represented.

AFSC maintains a deep commitment to a mandate of care for our staff and communities. The American Friends Service Committee is a smoke-free workplace.

ACKNOWLEDGEMENT
This position is an at-will employment, meaning that the employment relationship can be terminated by either the employer or the employee at any time, for any reason, with or without notice. In addition, position duties and expectations change over time. This job description is not intended to be an all-inclusive, exclusive or exhaustive list of the job functions that an employee in this position may be asked to perform from time to time. The employee may perform other related duties as assigned to meet the ongoing needs of the organization. If there is ever a time that you are unsure what is expected of you, you are expected to meet with your manager and ask questions. If you are unsure how to perform a certain task, ask your manager before performing.