Administrative Support and Operations

• Provide administrative support to the Director and Co-Director, including calendar management, prioritization of meetings, and coordination of correspondence.
• Draft memos, briefing materials, biographies, talking points, and other supporting documents.
• Respond to inquiries and communicate with internal and external stakeholders on behalf of institute leadership.
• Coordinate staff meetings, prepare agendas, document action items, and monitor follow-up.
• Lead or support special projects and institute initiatives.
• Identify opportunities to improve administrative processes and operational efficiency.

Financial Administration

• Monitor institute expenditures and maintain internal budget tracking records.
• Review and reconcile expenses, collect receipts and supporting documentation, and prepare materials for submission through university financial processes.
• Coordinate with the SPIA finance team and institute staff to support forecasting, expense monitoring, and adherence to spending guidelines.
• Assist with event and travel budget planning and help ensure activities remain within approved funding levels.
• Prepare routine financial summaries and reports for institute leadership.

International Policy Associate (IPA) Program Coordination

• Serve as the primary administrative contact for undergraduate participants and program stakeholders.
• Coordinate student office hours, internships, assignments, and other forms of engagement.
• Manage annual application processes, schedule interviews, maintain applicant records, and support selection logistics.
• Coordinate program events and meetings involving faculty, students, and high-level speakers.
• Support program evaluation activities and program development initiatives.
• Accompany one to two domestic or international student trips annually, as needed.

Event and Visitor Management

• Coordinate institute and co-sponsored events from planning through execution.
• Liaise with guest speakers, academics, government officials, and visitors.
• Arrange meeting logistics, venue reservations, catering, travel, and audiovisual support.
• Develop event materials and oversee post-event follow-up.
• Maintain detailed schedules for official visitors and special events.

Europe Initiative (ICEA) Administration

• Coordinate visiting appointments, including student research collaborators, scholars, and professional specialists.
• Assist with appointment documentation, visa-related processes, and eForms submissions.
• Serve as a primary point of contact for ICEA visitors.
• Coordinate with faculty leadership and relevant university offices regarding ICEA administrative activities.
• Oversee ICEA operational activities and communications in collaboration with the Communications and Events Assistant.

Oversight of Communications Activities

• Establish priorities and provide operational direction for communications activities carried out by the Communications and Events Assistant.
• Review and approve website updates, event communications, and promotional materials to ensure consistency with institute goals.
• Coordinate with communications staff to maintain listservs, calendars, and institute messaging.

Other Duties

• Assist with responsibilities normally handled by other staff members during periods of absence or high demand to ensure continuity of operations.

• Bachelor's degree required.
• Excellent organizational, interpersonal, and written communication skills.
• Demonstrated ability to manage multiple projects simultaneously and work independently.
• Strong judgment and discretion in handling confidential information.
• Proficiency with Microsoft Office applications and familiarity with university administrative systems (e.g., Drupal, PRIME, Concur) preferred.
• Experience supporting events, visitors, or academic programs.
• Flexibility to work occasional evenings and weekends.
• Ability and willingness to travel domestically and internationally, as needed.

• Interest in international affairs, public policy, and LISD's mission.