Administrative Coordinator – US

Location: Portland, Oregon; Washington, DC; or a remote location within the United States

Valid unrestricted work authorization in the country in which you will be based (United States) is required at the time of application for this position.

Position Status: Full-time, Regular, Non-Exempt

Salary Level: US: Starting salary for this role will be $40.000 to $47.500 commensurate on experience.

About Mercy Corps

Mercy Corps is powered by the belief that a better world is possible. To do this, we know our teams do their best work when they are diverse and every team member feels that they belong. We welcome diverse backgrounds, perspectives, and skills so that we can be stronger and have long term impact.

Department Summary

The Program Performance and Quality Unit (PaQ) is an integrated Unit within Mercy Corps’ Global Programs Department. While PaQ is the hiring Unit for this position, the Global Programs Department is currently undergoing a restructuring process. The successful applicant will be assigned to one of the program support-focused Units within this new Global Programs structure.

The Position

The primary role of the Administrative Coordinator is to provide general administrative, event management, and communications support to the assigned program support unit, enabling the team to perform at the highest possible level in terms of workflow, product, and creativity. The incumbent provides consistent and centralized support to program support teams and their counterparts for the smooth administration of day-to-day tasks. The Administrative Coordinator provides support and inputs to the planning and implementation of administrative support projects for the unit and its constituent teams.

Essential Responsibilities

COMMUNICATIONS

• Support the organization, by proofreading, editing and disseminating written, video, or other outgoing communications for teams within the unit, for example on internal Mercy Corps platforms such as The Globe, Workplace, The Hub, MailChimp, etc. Support processes to gather inputs for these communications products.
• Provide tools or process support to enable inclusive and broad-based access to internal and outgoing communications.
• Maintain and regularly edit Hub pages, unit SharePoint page(s), and Wikis.
• Maintain and regularly update onboarding, introductory, and summary materials.
• Coordinate onboarding schedules with new team members and design/ deliver selected onboarding content.
• Track the movement of global team members in selected positions so that onboarding and training can happen promptly.
• Administratively support translation, interpretation, and captioning, and work with team members to integrate inclusive translations and captioning in communications and events as needed. Update, as needed, internal team guidance for interpretation, translation, and captioning.
• Administer, or contribute to the administration of, shared file structures and communications platforms/ sites, and associated access permissions, updating membership at least quarterly and updating file structures at least annually. Orient new team members on these structures/ sites.
• Maintain distribution lists, updating membership at least quarterly.
• Cross-check references in guidance documentation produced by the unit with links, Hub pages or Wikis, and external sources to ensure alignment.
• Assist in formatting and improving the presentation of documentation and presentations.
• Support the administration of surveys and the collation of results.
• Assist in organizing and scheduling learning series.
• Assist in conducting and organizing or analyzing desk reviews of selected topics.

MEETINGS, TRAININGS, AND EVENTS

• Administer calendars, participant lists, meeting administration, and meeting platforms for routine and ad hoc meetings, webinars, and events. These meetings and events include both unit-level team members and their counterparts in other teams.
• Support the use of collaborative meeting platforms, and orient others on the use of these platforms, as needed.
• Send routine messages and reminders to team members soliciting agenda items for recurring meetings or forum, and curate agendas and notes. Take notes, ensure that notes are circulated to relevant stakeholders, and refresh notes templates annually.
• Assist in scheduling trainings and managing training platforms and participants.
• Assist in researching, curating, and subscribing to external training materials.
• Coordinate or support training application processes, including announcements, application portals, and organizing process meetings.
• Assist in meeting, event and participant management for Communities of Practice organized by teams within the unit.
• Administer aspects of in-person and remote retreat and workshop planning and implementation and associated events as requested.
• Assist in the facilitation of cross-unit working group meetings as needed/ applicable.

ADMINISTRATIVE and PROJECT SUPPORT

• Follow-up with back-end administration and case management for Jira-based Support Request Tool.
• Manage the unit’s credit card account.
• Prepare necessary documentation to process invoices for payment to consultants and vendors.
• Manage the unit’s IT application subscriptions.
• Assist in compiling and submitting supporting documentation to process payments.
• Assist in compiling and processing documentation for consulting contracts.
• Support procurement transactions, process management and documentation for teams/ team members.
• Provide support to recruitment processes and documentation for short-term assignments and long-term roles, and consultants, coordinating with HR counterparts as needed.
• Maintain unit and team organizational charts.
• Maintain staff lists.
• Support the implementation of projects and training series conceptualized and managed by teams within the unit.

Supervisory Responsibility:

The Administrative Coordinator has no supervisory responsibilities.

Accountability

Reports Directly To: Vice President, Program Performance and Quality. Note that reporting lines may change as the Global Programs Department restructures.

Works Directly With: All unit team members, and representatives from departments and global/ regional/ country/ program teams working with the unit.

Accountability to Participants and Stakeholders

Mercy Corps team members are expected to support all efforts toward accountability, specifically to our program participants, community partners, other stakeholders, and to international standards guiding international relief and development work. We are committed to actively engaging communities as equal partners in the design, monitoring and evaluation of our field projects.

Minimum Qualifications & Transferable Skills:

• Any skills you have gained through education, volunteer, work, or life experience that are relevant for the position will be considered. Be sure to fully explain transferable skills and success factors and how they apply to this position in your cover letter.
• 2+ years providing administrative support within a team environment, including but not limited to calendar management, meeting/event planning and execution, basic record keeping/tracking, and invoicing support.
• Bachelor’s degree (BA/BS) in a related field is preferred.
• Outstanding communication skills, both written and verbal, including proven business correspondence and writing and editing skills.
• Proven ability to prioritize multiple competing requests, tasks, and deadlines and works well under pressure while building relationships with team members and stakeholders.
• Well-organized, detail-oriented, and flexible/adaptable to changing priorities.
• Experience with Microsoft 365 and visual design and communications tools (Canva; MailChimp) preferred.
• Experience with an INGO or other international organization, or knowledge of international events/dynamics preferred.
• Experience with and ability to maintain confidential information with tact and sensitivity

Success Factors

A successful Administrative Coordinator will have the ability to handle a high volume of administrative work quickly, efficiently, accurately, and with a positive and constructive attitude. They should be able to prioritize work while balancing efficiency with accuracy, track multiple projects, and meet tight deadlines independently. They should possess a high standard for quality of products – both content and presentation. Strong candidates will have an ability to build working relationships with people of diverse backgrounds and working styles and be a good collaborator. They must have flexibility and creativity in problem solving, be capable of identifying and independently addressing team needs or areas for self-improvement, and be able to handle sensitive information and sensitive situations with tact. Finally, they should possess an interest and ability to learn quickly, ask questions, collaborate with others, and understand agency and team strategy and culture.