Administrative Coordinator- HRD Total Rewards, Washington, United States

## Administrative Coordinator- HRD Total Rewards, Washington, United States - Organization:IMF - International Monetary Fund - Country:United States - Office:IMF Washington Work for the IMF. Work for the World. Under the general supervision of the Division Chief/Deputy Division Chief of HRD Total Rewards (HRDTR), the Administrative Coordinator/Senior Administrative Coordinator will ensure divisional workflows, governance and Board processes, meetings, records, communications, vendor activities, and routine business processes are managed accurately, efficiently, and in line with Fund policies and procedures. The selected candidate will provide administrative, budget, document-production, stakeholder-engagement, and operational support across all TR workstreams including compensation, pension, insurance, employment, and benefits/allowances in a fast-paced, confidential environment requiring sound judgment, discretion, attention to detail, process discipline, and a collaborative approach. Major Duties and Responsibilities · Provides administrative and operational support to HRD Total Rewards management and staff, including calendar management, meeting coordination, work-program tracking, deadline monitoring, and follow-up on deliverables and action items. · Coordinates the preparation, formatting, clearance, routing, filing, and tracking of memoranda, policy notes, Board papers, presentations, briefing materials, and staff communications in line with Fund standards and HRD Front Office requirements. · Maintains Total Rewards inputs to the Board Calendar Management System and related trackers, coordinating inputs and monitoring milestones for Board and management deliverables. · Serves as Institutional Review Committee (IRC) program coordinator, providing end‑to‑end program coordination and secretariat support, including managing schedules, documentation, Workday access, and due‑diligence workflows, while maintaining strict confidentiality and adherence to governance standards · Supports budget, procurement, and vendor administration, including invoice and purchase-order tracking, renewals, reconciliation, Workday onboarding, access requirements, and liaison with relevant Fund counterparts. · Coordinates meetings, seminars, brown-bag sessions, retreats, training activities, and stakeholder engagements, including scheduling, logistics, materials, records of decisions, communications, and follow-up actions. · Serves as an administrative point of contact for assigned Fund platforms and processes, including Nexus, HRWeb, Workday, Board document processes, and automation initiatives; support colleagues in their effective use. · Provides flexible support across Total Rewards workstreams, including compensation, pension, insurance, employment, and benefits/allowances, while coordinating effectively with other HRD divisions, the Front Office, other Fund departments, and external stakeholders. · Handles confidential personal and institutional information with discretion, professionalism, and adherence to established procedures, escalating complex or nonstandard matters as needed. · Performs other related duties as assigned. · Educational development, typically acquired by the completion of a high school diploma, or equivalent, supplemented by a minimum of four (4) years of relevant experience, is required. · Demonstrated administrative, organizational, and coordination skills, with the ability to manage multiple priorities, meet deadlines, and deliver accurate, high-quality work. · Strong attention to detail and demonstrated ability to apply policies, procedures, templates, and document standards consistently. · Excellent written and oral communication skills, with the ability to draft and edit routine communications clearly and professionally. · Sound judgment, discretion, and professionalism in handling sensitive or confidential information and in determining when issues should be escalated. · Strong interpersonal and client-service skills, with the ability to collaborate effectively with colleagues and stakeholders at different levels. · Proficiency in Microsoft 365 applications, including Outlook, Teams, SharePoint, Word, Excel, PowerPoint, and related productivity tools; demonstrated ability to learn and support evolving Fund systems and applications, such as Workday, PeopleSoft, Nexus, HRWeb, and Board document-management tools. · Ability to work independently within established procedures while contributing actively to a collaborative team environment and providing backup support as needed. · Adaptability, initiative, and a continuous-improvement mindset, including willingness to use technology responsibly to streamline routine work and strengthen service delivery. · Prior experience in human resources, compensation, pension, insurance, budget administration, Board document production, or another environment involving confidential employee information is an advantage. · Flexibility and willingness to work overtime on short notice to meet urgent operational requirements. A regular staff member who is selected to fill the vacancy will maintain their open-ended status. If the selected candidate is a contractual employee, they will be offered a Term staff appointment. Staff members already on a term appointment will continue their current term but may receive an extension provided that their current term appointment has not already been extended. Only candidates who are currently residing in the Washington DC metro area will be considered. The IMF is guided by the principle that the employment, classification, promotion, and assignment of staff shall be made without discrimination against any person. We welcome requests for reasonable accommodations for disabilities during the selection process. Information on how to request accommodations will be provided during the application process.