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Administrative & Operations Coordinator


About Perception:

Perception Institute is a consortium of researchers, advocates, and strategists who translate cutting edge mind science research on race, gender, ethnic, and other identities into solutions that reduce bias and discrimination, and promote belonging. We work in sectors where bias has the most profound impact—education, healthcare, media, workplace, law enforcement, and civil justice.

At Perception, we turn research into remedies—designing studies, evaluations, interventions, and communications strategies. We craft real-world solutions for everyday relationships, to help us all navigate difference.

Job Summary: 

The Administrative & Operations Coordinator provides seamless support for Perception’s day-to-day operations and for its small but growing core team of staff. The ideal candidate takes pride in helping to make a dedicated team who interacts with a high volume of clients and partners more organized, efficient, and effective. This position requires a thoughtful, detail-oriented, and well-organized individual who has strong communication skills and can interact with all levels of clients and partners across various industries.

This position is part of a fully remote team. The Administrative & Operations Coordinator must be highly self-motivated and comfortable working independently, as well as within a closely-knit team. Ability to prioritize and manage multiple tasks simultaneously, collaborate effectively in a virtual work setting, and handle confidential matters with discretion are absolute musts.

Candidates in the NYC area are preferred.

Job Responsibilities:

Administrative (50%)

  • Support Perception’s program/facilitation team in coordinating work and communicating with clients; Schedule workshops and other client meetings as needed. Assist facilitators with administrative tasks and provide logistical support and follow up for client sessions.
  • Own the Perception Institute workshop calendar, maintaining an up-to-date view of availability for Perception facilitators and managing workshop requests from clients accordingly.
  • Provide minimal general administrative support for the team, including tracking of paid time off and preparing expense reports.
  • [When travel resumes post-pandemic] Make travel arrangements, coordinating flights, lodging accommodations, and other itinerary specifics.

Client Intake & Operations (50%)

Client Intake: 

  • Support the Operations Manager in managing Perception’s client intake process, including scheduling and staffing intake calls; gathering needed information and updating the team board in Asana to inform a go/no-go decision; providing timely and consistent follow up with clients about the status of their request, and any next steps.
  • Assist with gathering information/documents needed for proposal, contract and invoicing; follow up as needed for fully executed contracts

Project Coordination:

  • Provide support to Client Leads on Perception’s program/facilitation team in managing requests from clients.
  • Track project timelines and deadlines for client deliverables across active client projects. Add details into the project management tool and update weekly.

Operations & Technology:

  • Assist with monthly bookkeeping including tracking billable services delivered to clients, preparing time capture reports, preparing invoices using Quickbooks Online, and following up on past due payments.
  • Provide technology support, including making minor updates to perception.org and assist with special projects (ie. the clean up/organization of Google Drive)

Skills & Qualifications:

  • 2-3 years professional experience as an administrative assistant or in a similar role is required. Operations experience is a plus.
  • Excellent time management and organizational skills.
  • Excellent oral and written communication skills.
  • Strong interpersonal skills.      
  • Discreet, tactful, flexible, and courteous.
  • Excellent computer and Internet research skills. Familiarity with the Google G-Suite (Gmail, Drive, Docs, Sheets) is a plus.
  • Ability to work independently. Past experience working in a decentralized organization is a plus.
  • A sense of humor, flexible nature, and willingness to wear multiple hats.
  • While experience in a similar role in equity and inclusion is not required, a commitment to equity and inclusion is.

Perception Institute is an equal opportunity employer. Our work is centered on helping clients to develop cultures of belonging, and we understand that work begins with what we call B.R.I.C.K. (Belonging, Respect, Investment, Conversation and Kindness) within our own team. Core to Perception's model is the engagement of a multi-racial/multi-ethnic team with varied cultural, academic, and professional experiences.

BIPOC candidates are strongly encouraged to apply.

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