Internship Business Program Coordinator
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Bay Atlantic University
Position Title: Business Operations Coordinator
Department: Global Policy Institute Reports To: President of GPI
Primary Location: Washington, DC FLSA Classification: Non-Exempt
Parameters: Full-time; 12 months/year Pay Range: $17.50 – $18.00
Position Summary: The Business Operations Coordinator provides high-level administrative and organizational support to the executive team of both the President’s Office and the Global Policy Institute. This role is pivotal in managing executive operations, coordinating internal and external communications, and supporting the development and implementation of policy initiatives. The coordinator will serve as a liaison between the executive leadership and key stakeholders, while also ensuring the smooth operation of executive functions.
Essential Functions: As defined under the Americans with Disabilities Act, may include any of the following tasks, knowledge, skills, and other characteristics. This list is ILLUSTRATIVE ONLY and is not a comprehensive listing of all functions and tasks performed by incumbents of this class.
Duties and Responsibilities:
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President Office Support:
- Manage calendars, schedule meetings, and coordinate travel arrangements for executives when necessary.
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- Act as the gatekeeper, screening calls, emails, and visitors, ensuring efficient communication flow.
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- Greet visitors and ensure the cleanliness of the executive office suite.
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- Assist in the preparation and review of confidential documents.
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Global Policy Coordination:
- Provide logistical and administrative support for policy events, conferences, and roundtables.
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- Assist in coordinating research projects and policy briefs, liaising with senior policy researchers.
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- Support the think tank’s international outreach by coordinating with global stakeholders, partners, and policymakers.
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Communications & Liaison:
- Serve as the primary point of contact between the executive suite and external partners, including government officials, policy experts, and corporate stakeholders.
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- Draft and edit correspondence, speeches, and executive communications.
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- Ensure timely and accurate follow-up on action items and strategic initiatives.
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Operational Support:
- Oversee office management duties for the executive suite, ensuring smooth day-to-day operations.
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- Maintain a database of contacts, partners, and collaborators relevant to global policy initiatives.
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- Coordinate cross-departmental meetings and communication on behalf of executives.
o Interacts with federal, state, and local agencies to ensure that grant projects comply with program guidelines for expenditure, funding, and accountability.
o Prepares monthly reports on funded and non-funded project status.
o Maintains and verifies payment records, reviews invoices and records receipts.
o Prepare and monitor program calendar.
o Manage relations with vendors or partner organizations.
Special Projects:
- Lead or assist in special projects as assigned by the executive team, including policy research, event planning, or partnership development.
- Conduct background research and analysis on relevant global policy topics to inform executive decision-making.
General Expectations: Employees are expected to accomplish assigned duties in an efficient, effective, and competent manner and to strive for improvement and excellence in all work performed. Additionally, employees must understand the comprehensive role of the university and cooperate and work harmoniously with students, faculty and staff, and the public. Employees will follow all university policies, rules, regulations, and guidelines as they relate to this position.
Education and Experience Requirements:
- Bachelor’s degree in international relations, political science, business administration, or a related field.
· Excellent written and verbal communication, interpersonal skills, especially when collaborating with multiple departments within the university and exceptional customer service skills.
· Willingness and ability to work in a multi-cultural environment; highly organized and be able to quickly adapt to change.
· Working knowledge of general office equipment and experience providing high-quality service in a high-volume environment
· To ensure the health and safety of our community, BAU requires COVID-19 vaccinations for faculty and staff.
- 1 year of experience supporting senior executives, preferably within a think tank, government, or international organization.
- Strong organizational skills and attention to detail.
- Excellent written and verbal communication skills.
- Ability to handle sensitive information with discretion and maintain a high level of confidentiality.
- Proficiency in office software (e.g., Microsoft Office Suite, Google Workspace).
- Ability to work independently and as part of a dynamic team.
This role is ideal for someone with a passion for global policy and an interest in supporting high-level strategic initiatives in an intellectually stimulating environment.
Knowledge, Skills, and Abilities:
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Advanced Organizational Skills
- Ability to manage complex executive schedules, prioritize tasks, and handle multiple projects simultaneously.
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- Expertise in organizing high-level meetings, policy events, and executive briefings with precision and attention to detail.
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Executive-Level Communication
- Strong verbal and written communication skills to convey critical information clearly and diplomatically.
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- Proficiency in drafting executive correspondence, policy memos, reports, and presentations.
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- Ability to liaise with diverse stakeholders, including global policymakers, senior executives, and external partners.
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Global Policy Insight
- Knowledge of international relations, global policy trends, and geopolitical developments.
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- Ability to conduct research on policy issues and synthesize complex information into actionable insights for leadership.
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- Familiarity with think tanks, government agencies, and global organizations focused on policy initiatives.
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Project Management
- Experience in managing policy projects, events, and cross-departmental initiatives from inception to completion.
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- Strong problem-solving skills and ability to adapt to changing priorities and demands in a fast-paced environment.
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- Ability to oversee timelines, manage resources, and ensure timely execution of tasks.
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Discretion and Confidentiality
- High level of integrity in handling sensitive and confidential information, particularly in the context of high-level decision-making and policy planning.
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- Strong judgment and the ability to make sound decisions while maintaining the utmost confidentiality.
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Stakeholder Management
- Ability to build and maintain relationships with internal and external stakeholders, including government officials, think tank collaborators, and policy experts.
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- Skilled in managing diverse and complex stakeholder needs, ensuring effective communication and alignment of goals.
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Adaptability and Initiative
- Self-starter who takes initiative to anticipate the needs of executives and proactively address challenges.
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- Ability to work in dynamic environments, handle ambiguity, and adjust to evolving organizational priorities.
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- Capacity to thrive under pressure and maintain high performance during demanding periods, such as policy summits or executive briefings.
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Technological Proficiency
- Strong proficiency in office software (e.g., Microsoft Office Suite, Google Workspace) for project tracking, communication, and reporting.
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- Experience with communication platforms, virtual meeting tools, and collaborative work environments (e.g., Slack, Zoom, Asana).
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- Familiarity with data management and CRM tools for organizing contacts, partnerships, and policy information.
- Event Planning and Coordination
- Expertise in coordinating policy roundtables, international conferences, and executive-level meetings.
- Experience in handling logistics, including travel arrangements, venue setup, and communication with high-profile attendees.
Leadership and Influence
o Ability to take a leadership role in special projects and policy initiatives.
o Capacity to influence decisions by providing well-researched insights and strategic recommendations to executives.
Work Environment: Work is primarily performed under general supervision in an office setting with appropriate climate control. Travel, early morning, evening, and weekend work may be required.
Physical Requirements: Essential functions of this position require: lifting, manual dexterity, ability to communicate.
Sedentary Work: Exerting up to 10 pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects, including the human body; involves sitting majority of time; walking and standing are required only occasionally, and all other sedentary criteria are met.
Mental Application: Utilizes memory for details, verbal instructions, emotional stability, critical thinking, adaptability, and creative problem-solving skills are important.
Disclaimer: The above statements describe the general nature, level, and type of work performed by the incumbent(s) assigned to this classification. They are not intended to be an exhaustive list of all responsibilities, demands, and skills required of personnel so classified. Job descriptions are not intended to and do not imply or create any employment, compensation, or contract rights for any person or persons. Management reserves the right to add, delete, or modify any and/or all provisions of this description at any time as needed without notice. This job description supersedes earlier versions.
Compensation: $17.50 – $18.00 per hour
We are an equal opportunity employer and all qualified applicants will receive
consideration for employment without regard to race, color, religion, sex,
national origin, disability status, protected veteran status, or any other
characteristic protected by law.
In 2014, BAU, now Bay Atlantic University, was established and licensed to operate in the District of Columbia. Bay Atlantic University is defined by six key aspects: Affordable, Focused, Global, Connected, Central and Dynamic. We put our students in the best position to succeed in their careers/lives by offering degree programs that are in high demand fields and rapidly growing. Being in the heart of DC, means being connected and that is why we offer degrees in Politics, Business, and Information Sciences: the three core industries that power DC and the world. All our programs have focused curriculum that are updated each year to remain consistent with current trends in the fields.
BAU aspires to make the most of its strategically central location, right in the heart of Washington, DC. (We are located just steps away from Lafayette Park, next to the White House). It is a top priority for us at BAU to expose all our students, domestic and foreign, to the incredibly rich environment of the Greater Washington Area.
Our strengths as a young and dynamic university are in undergraduate degrees in Economics, Business Administration, Political Science and International Relations, Information Technology, Data Science. We have a large MBA Program and also Graduate degrees in Cybersecurity and Big Data Analytics. We are also offering non-degree programs on Job Readiness, Entrepreneurship, Adobe in-design Series and English (ESL).
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