Administrative Specialist

Company Description

IRC Background:

The International Rescue Committee (IRC) helps people whose lives and livelihoods are shattered by conflict and disaster to survive, recover, and gain control of their future.

Founded in 1933, the International Rescue Committee (IRC) is a leading nonsectarian, voluntary organization providing relief, protection and resettlement services for refugees and victims of oppression. For over 25 years our Phoenix office has provided a range of services including resettlement and economic empowerment services, immigration, community gardening and case management for victims of trafficking.

Our strength and success lie within our core values of Service, Accountability, Equality, and Integrity. We are strongly motivated by our clients and are dedicated to delivering high-impact and quality programs.

Job Description

The Administrative Specialist provides a broad variety of support services to support operations. The position is responsible for assisting with human resource administrative tasks, office administration, facilities, and vehicle management. The Administrative Specialist is also responsible for providing procurement of office supplies and oversight of office for day-to-day operations.

· Post position vacancies and participate as needed in the recruitment and hiring process.

· Prepare new hire employee orientation schedules, trainings, IT account creations and other documentation to ensure a smooth and efficient onboarding process.

· With the Volunteer Coordinator, recruit and retain office interns and volunteers to assist with office and administration operations, to include front desk volunteers, work study and others as appropriate. Provide supervision to office interns and volunteers.

· Receive and track staff vacation and sick leave requests and notify employees of the vacation and sick time balances on a quarterly basis.

· Maintain physical employee files and ensure all federal and state employment notices are posted.

· Support office infrastructure including telephone/internet service, office space, cell phones, copiers, office supplies, business cards, distributing mail, mailboxes, badges, keys and key cards and posting office holiday closures.

· Update and maintain the Front Desk Manual and facilitate coverage of front desk duties during lunch breaks and absences.

· Provide procurement of office supplies and maintain inventory of office supplies.

· Schedule, organize and ensure maintenance and cleanliness of all IRC Phoenix vehicles

· Serve as the focal point for building maintenance concerning general maintenance issues, proper lighting, adequate office temperature, and other facility functionality.

Qualifications

• Undergraduate degree in related field preferred.

• At least 2 years of relevant work experience in office administration; human resources, facilities management, procurement, or related field, preferred.

• Computer proficiency with an emphasis on Microsoft Office applications (Word, Excel, Teams, Outlook). Proven experience in web-based data entry systems, with both data extraction and design preferred.

• Tech savvy with ability to troubleshoot basic hardware and software issues, preferred.

• Fluency in written and spoken English, bilingual ability preferred in Swahili, Kinyarwanda, Arabic, French or other refugee/immigrant language used in Arizona. Cross-cultural understanding and strong communication skills, both written and oral.

• Highly organized self-starter with proven success prioritizing multiple tasks, making critical decisions, and delivering results in a fast-paced environment with tight deadlines

• Strong attention to detail with the ability to prioritize and manage time effectively.

• Flexibility with demonstrated ability to maintain responsibility for multiple tasks in the context of a diverse, fast-paced work environment.

• Strategic, creative, problem solver capable of working well independently and as a part of a team.

• Must have a valid driver’s license, active insurance policy, access to reliable transportation and the ability to travel regularly throughout the service delivery area for home visits.

• In accordance with Arizona State Law, must possess or be eligible to receive a fingerprint clearance card.

Additional Information

To apply for this or other positions, please visit our website: http://www.rescue.org/careers and search open positions in Phoenix, AZ.

We can only consider candidates that apply through our website.

IRC is an Equal Opportunity Employer. IRC considers all applicants on the basis of merit without regard to race, sex, color, national origin, religion, sexual orientation, age, marital status, veteran status, disability or any other characteristic protected by applicable law