Administrative Assistant

BACKGROUND: The IRC in New Jersey helps refugees, immigrants, and other community members achieve thriving, self-sufficient lives through a continuum of programs and services including refugee resettlement; immigration legal assistance; education and learning; health and wellness; and economic empowerment.

SCOPE OF WORK: The Administrative Assistantis responsible for both receptionist services and administrative duties for the IRC in New Jersey office.

MAJOR RESPONSIBILITIES:

• Greet visitors, ascertain their needs, answer basic questions, and direct them to the appropriate staff person or department. Manage flow of visitors during peak periods such as open office hours.
• Answer and direct incoming telephone calls. Take messages and answer basic questions.
• Assist with safety and security measures as required.
• Order and maintain stock of needed office supplies. Review inventory and monitor prices.
• Maintain office equipment including copier, fax, printer, scanner and projector in good working order. Arrange for maintenance and repair as needed.
• Maintain donations inventory.
• Responsible for making ID badges and maintaining office photo lists.
• Liaise with building super on maintenance concerns. Monitor ongoing required maintenance.
• Liaise with cleaning company on daily service.
• Serve as first point of contact for IT issues, maintain familiarity with servers, network router, and other system equipment. Monitor telephone system; update voice mail and extensions as needed for new staff, and maintain office phone list.
• Ensure new staff and interns have access to ID cards, swipe cards and office keys.
• Coordinate calendaring and use of shared spaces such as conference rooms and classrooms.
• Receive and distribute mail. Process outgoing mail and deposit in mailbox on daily basis.
• Comply with agency policies and protocol
• Other tasks and projects as directed by supervisor

Key Working Relationships:

Position Reports to: Operations Coordinator

Position directly supervises: Interns

JOB REQUIREMENTS:

• High school diploma required; some university education preferred
• Fluent in English with strong verbal and written communication skills
• Fluent in Spanish (ability to speak additional languages common among IRC clients is a plus – Arabic, French, Swahili, Dari/Farsi, Pashto, Haitian Creole)
• Demonstrated proficiency with Microsoft Office programs including Excel, Word and Outlook
• Must be well-organized, reliable, professional, detail oriented and flexible
• Desire to work as a team member and in a multicultural workplace
• US work authorization

Working Environment: Standard office environment. Position is fully in-person.

COVID-19 Vaccination Requirement: In accordance with IRC’s duty to provide and maintain a workplace that is free of known hazards and our commitment to safeguard the health of our employees, clients, and communities, IRC requires candidates who are selected for interview to furnish proof of vaccination against COVID-19 in order to be considered for this position.

Commitment to Diversity and Inclusivity: IRC is committed to building a diverse organization and a climate of inclusivity. We strongly encourage applications from candidates who can demonstrate that they can contribute to this goal.

Equal Opportunity Employer: We are an equal opportunity employer and value diversity at our company. We do not discriminate on the basis of race, religion, color, national origin, sex, gender, gender expression, sexual orientation, age, marital status, veteran status, or disability status. We will ensure that individuals with disabilities are provided reasonable accommodation to participate in the job application or interview process, to perform essential job functions, and to receive other benefits and privileges of employment. Please contact us to request accommodation.

Posted pay ranges apply to US-based candidates. Ranges are based on various factors including the labor market, job type, internal equity, and budget. Exact offers are calibrated by work location, individual candidate experience and skills relative to the defined job requirements.