People Program Coordinator

Arup is proud to be recognized by Fast Company in their third annual Best Workplaces for Innovators list, which honors businesses and organizations that demonstrate a deep commitment to encouraging innovation at all levels. We find solutions for some of the world’s most complex problems. From climate action to social value, we consider the broadest impacts of our work. We strive to build a more sustainable, resilient, and equitable future. This purpose shapes our culture and has made us leaders in sustainable development. You’d be joining our multi-disciplinary design teams focusing on technical excellence and innovative solutions that create a better future for people, places, and the planet.

Primary Focus

As a People Program Coordinator, you will be responsible for providing support to the internal programs for People and our Equity, Diversity, and Inclusion (EDI) initiatives. Your work will be done in coordination with our region’s People Program Manager and the EDI Director. You must be self-motivated, organized, meticulous and a standout colleague. You will work in a fast-paced environment, therefore taking strong initiative and follow through are essential skills to function in this role. You will interact daily with our People Program Manager who is based out of the SF office and work closely with the Region People Leader (Oakland) and EDI Director (Chicago).

Reporting

Accountable to People Program Manager and EDI Director

Job Responsibilities:

• Assists with the day-to-day administrative operations of the Program as otherwise directed.
• Maintains project timelines and updates appropriate documentation when changes are identified
• Timely follow-up on actions related to project tasks
• Can be relied upon to assist with projects outside areas of main responsibilities and deliver work in the timeframe identified with minimal oversight.
• Scheduling/coordinating training programs related to EDI
• Weekly check-ins with EDI Director to review priorities for the week, responsible for follow through of agreed priorities
• Coordination with geography level EDI leads, coordinate speakers for office all-staffs
• Assist with content creation/slides of various EDI Learning Bursts
• Serves as day-to-day point of contact for troubleshooting for MS Office, Teams, Zoom, and other platforms selected by the programs; resolving issues as they arise and communicating solutions to team.
• Maintains file management system (SharePoint) including uploading documents, maintaining organization, granting permissions and resolving file-sharing issues promptly with IT.
• Directs team to programmatic resources, maintaining up-to-date knowledge of those available resources, where to access them and relevant subject matter experts in the firm point people in all departments.
• Takes initiative to identify areas that would benefit from administrative or process improvement and suggest solutions.

Requirements

• BA/BS degree required; minimum 2-3 years in relevant administrative/coordinator position
• advanced proficiency in Microsoft Office Suite applications, Adobe, Project Management tools such as Trello, Microsoft Projects, Smartsheet is required.
• exceptional verbal, written and presentation skills with exceptional attention to detail.
• maintains an organized approach to managing daily activities using good judgement, can juggle multiple demands efficiently and productively.
• ability to handle unanticipated changes calmly and effectively, including changes to schedules, plans and workloads, and reacts to these changes in a timely manner
• ability to handle highly confidential, executive level information with tact and diplomacy.
• self-starter, flexible, and adaptable-enjoys the challenges of change and supports a complex management team by shifting priorities and dealing with ambiguity.
• bias for action and ability to identify potential problems and proactively propose solutions or execute quality outcomes.
• strong problem-solving, strategic and creative thinking, and decision-making abilities.
• ability to interact with staff at all levels, often under pressure, remaining positive, flexible, proactive, resourceful, efficient and handling multiple contending demands and priorities.

Benefits That Work

At Arup, we have a comprehensive and valuable benefits program that works for our employees and their families while keeping costs low. These benefits provide health and welfare security for you as well as paid time off for rest and renewal. Our Global Profit Share Plan (paid bi-annually) provides an opportunity for you to share in the success of the Firm. As a valued employee of Arup, you can also choose to participate in our 401(k) plan with up to 10% company match to help you save for your future.

Covid-19 Vaccination Requirement

Arup requires all new employees to be vaccinated for COVID-19. Arup is an equal opportunity employer and consistent with federal, state, and local requirements, will consider requests for reasonable accommodation based on disability or sincerely held religious beliefs where it is able to do so without undue hardship to Arup.

Flexible Working

We believe that flexible arrangements create a more inclusive way of working that supports our diversity and the wellbeing of our people. Options for alternative schedules and the ability to work outside of the office for a portion of your workweek are available.

Arup is an Equal Opportunity Employer

We consider all qualified candidates regardless of national origin, veteran, disability, sexual orientation, gender, gender identity or other status protected by law. If you need any assistance or accommodations due to a disability, please contact us at americasbenefits@arup.com.

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