Department Administrator

About Us The Civilization Research Institute (CRI) is a research center focused on understanding and mitigating catastrophic and existential risk. Our mission is to create and disseminate actionable knowledge and wisdom that is essential for navigating the metacrisis and to undertake research into viable future forms for global civilization. Our work spans technology, governance, ecological tipping points, financial systems, civilization theory, and societal sense-making. The work requires analytical rigor, systems thinking, and cross‑disciplinary fluency. We operate in a high‑trust, low‑ego environment where clarity, integrity, and long‑term thinking are essential. If you’d like a quick overview of our work, this video with our Executive Director, Daniel Schmachtenberger, is a good place to start. About the Role We are seeking a skilled and detail-oriented Department Administrator with a passion for the essence of the Civilization Research Institute’s work. Our ideal candidate will have an advanced administrative aptitude and a clear sense of the requirements and abilities needed for this role. He/She will demonstrate a high level of excellence and integrity in his/her work, and is mindful of how aspects of Regulatory, Human Resources and Finance functions may impact colleagues, prioritizing positive staff experiences and well-being. Location and Reporting Relationship This is a full-time remote role, with a strong preference for U.S. based candidates in the Pacific Standard Time (PST) zone to allow for adequate collaboration/work-time overlap with the occasional need to participate in meetings outside typical business hours. We embrace flexible working and aim to find the perfect match between the organization’s needs and the ideal working pattern that empowers you to be at your best, both professionally and personally. The Department Administrator will report to the Department Director and work closely with the HR Manager. What You’ll Own Responsibilities may fluctuate depending on priority needs and team projects and are roughly anticipated as outlined below: General Department Support Assist with obtaining electronic signatures of contractual documents and filing of executed agreements. Assist with Board Meeting preparation and coordination. Assist with policy organization and implementation. Assist with regulatory research and prepare concise internal & external facing guidance materials General Administrative Support Provide data entry and information management support for highly confidential/sensitive data. Collect, track, and organize personnel records, including document collection as needed. Coordinate with health benefit carriers to obtain necessary documents and information. Assist with employee benefit administration, open enrollment, and the preparation of guides. Support with coordinating and tracking mandated training. Track and update team member pay information, tax withholdings, benefits deductions, etc. Assist with resolving any reporting discrepancies or issues. Assist with preparing and filing payroll reports and annual filings. May assist with other projects as needed. Who You Are Embrace working in a mission-driven nonprofit, start-up environment. Possess above average administrative skills and genuinely enjoy working in a support-level role. Are highly coachable, adaptable, and dependable. Are Proactive - Oriented towards the needs of the department and confident taking initiative. Are Empathetic - Oriented towards understanding the ongoing needs of the department and the manager, to support effective collaboration. Are Detail Oriented - Precision and meticulousness are paramount for this role. Are Resourceful - Excel in identifying creative solutions to challenges, often thinking outside the box. Are Calm Under Pressure - Have the capacity to maintain composure in high pressure situations. Have a friendly disposition and are able to work well with others. Have excellent written and verbal communication skills. Requirements Strong administrative skills; computer/tech savvy. Experience in Regulatory/Risk, Contracting or HR/Payroll. Successful experience having served in administrative support roles with enjoyment. Strong ability to manage multiple tasks and support a dynamic leader in diverse operational areas. Adept at working with Google Suite, Paylocity and communication tools like Slack or Signal. Ability to work independently and effectively in a remote work environment with integrity. Ability to maintain highly structured workflows and provide excellent internal service to team members. Educational background may include university education and/or self-directed/career experience.

About Us The Civilization Research Institute (CRI) is a research center focused on understanding and mitigating catastrophic and existential risk. Our mission is to create and disseminate actionable knowledge and wisdom that is essential for navigating the metacrisis and to undertake research into viable future forms for global civilization. Our work spans technology, governance, ecological tipping points, financial systems, civilization theory, and societal sense-making. The work requires analytical rigor, systems thinking, and cross‑disciplinary fluency. We operate in a high‑trust, low‑ego environment where clarity, integrity, and long‑term thinking are essential. If you’d like a quick overview of our work, this video with our Executive Director, Daniel Schmachtenberger, is a good place to start. About the Role We are seeking a skilled and detail-oriented Department Administrator with a passion for the essence of the Civilization Research Institute’s work. Our ideal candidate will have an advanced administrative aptitude and a clear sense of the requirements and abilities needed for this role. He/She will demonstrate a high level of excellence and integrity in his/her work, and is mindful of how aspects of Regulatory, Human Resources and Finance functions may impact colleagues, prioritizing positive staff experiences and well-being. Location and Reporting Relationship This is a full-time remote role, with a strong preference for U.S. based candidates in the Pacific Standard Time (PST) zone to allow for adequate collaboration/work-time overlap with the occasional need to participate in meetings outside typical business hours. We embrace flexible working and aim to find the perfect match between the organization’s needs and the ideal working pattern that empowers you to be at your best, both professionally and personally. The Department Administrator will report to the Department Director and work closely with the HR Manager. What You’ll Own Responsibilities may fluctuate depending on priority needs and team projects and are roughly anticipated as outlined below: General Department Support Assist with obtaining electronic signatures of contractual documents and filing of executed agreements. Assist with Board Meeting preparation and coordination. Assist with policy organization and implementation. Assist with regulatory research and prepare concise internal & external facing guidance materials General Administrative Support Provide data entry and information management support for highly confidential/sensitive data. Collect, track, and organize personnel records, including document collection as needed. Coordinate with health benefit carriers to obtain necessary documents and information. Assist with employee benefit administration, open enrollment, and the preparation of guides. Support with coordinating and tracking mandated training. Track and update team member pay information, tax withholdings, benefits deductions, etc. Assist with resolving any reporting discrepancies or issues. Assist with preparing and filing payroll reports and annual filings. May assist with other projects as needed. Who You Are Embrace working in a mission-driven nonprofit, start-up environment. Possess above average administrative skills and genuinely enjoy working in a support-level role. Are highly coachable, adaptable, and dependable. Are Proactive - Oriented towards the needs of the department and confident taking initiative. Are Empathetic - Oriented towards understanding the ongoing needs of the department and the manager, to support effective collaboration. Are Detail Oriented - Precision and meticulousness are paramount for this role. Are Resourceful - Excel in identifying creative solutions to challenges, often thinking outside the box. Are Calm Under Pressure - Have the capacity to maintain composure in high pressure situations. Have a friendly disposition and are able to work well with others. Have excellent written and verbal communication skills. Requirements Strong administrative skills; computer/tech savvy. Experience in Regulatory/Risk, Contracting or HR/Payroll. Successful experience having served in administrative support roles with enjoyment. Strong ability to manage multiple tasks and support a dynamic leader in diverse operational areas. Adept at working with Google Suite, Paylocity and communication tools like Slack or Signal. Ability to work independently and effectively in a remote work environment with integrity. Ability to maintain highly structured workflows and provide excellent internal service to team members. Educational background may include university education and/or self-directed/career experience.