OSP Operations Coordinator

Overview

The Office for State Partnerships (OSP) Operations Coordinator is responsible for the coordination of operational support functions for the OSP offices, including the Kansas, New Jersey, and Texas West Office for Refugees. The OSP Operations Coordinator is responsible for providing logistics support for office facilities, including office infrastructure, ordering, supplies, IT, phones, safety and security, human resources, global supply chain, etc. The position is also responsible for assisting in coordinating meetings, trainings, and events, and serving as the OSP’s point person for operations. This is a position that requires strong organization, creative problem-solving, a high level of personal initiative, and the ability to work well in a distributed, multicultural, fast-paced environment. This position reports to the OSP Deputy Director and may be fully remote.

Major Responsibilities:

Human Resources Focal Point (HRFP)

• Serve as a reliable source of HR information and forms and as a direct link to OSP HR Partner.
• Support OSP hiring managers with recruitment processes.
• Support compliance with HR-related IRC policies and procedures and state-specific labor laws.
• Coordinate initiatives related to the IRC Way, Duty of Care, Safeguarding, and related content.
• Streamline OSP onboarding processes and resources.
• Support onboarding of new OSP staff, including developing standardized onboarding materials.

Information Technology (IT)

• Serve as primary focal point for OSP’s IT and communications infrastructure, hardware, and software matters.
• Educate staff about IT support resources, including appropriate channels for incident reporting and available training.
• Serve as OSP’s Integra super user and primary trainer, elevating system issues to Integra leads.
• Work with regional and HQ IT team to address internet or telecommunications service disruptions, liaising with local internet and telecommunications service providers.

Supply Chain

• Serve as primary point of contact for OSP’s procurement and supply chain.
• Ensure OSP compliance with Global Supply Chain policies.
• Order supplies, equipment etc. in accordance with supply chain and financial compliance guidelines and coordinate servicing and repairs as needed.
• Manage and virtually maintain OSP’s inventory.
• Manage Integra vendor creation and billing/invoices in coordination with Finance team.
• Facilitate procurement through Integra, including ordering equipment, in accordance with supply chain and financial compliance guidelines.

Facility Management

• Serve as primary point of contact for OSP’s facilities management.
• Manage office and equipment leases, coordinate repairs and improvements with property managers as needed.
• Support smooth functioning of office infrastructure including communications equipment and services.

Safety and Security (S&S)

• Serve as primary focal point for OSP’s day-to-day S&S matters.
• Report S&S incidents in accordance with established protocols. Coordinate incident management including filing police reports.
• Develop office-specific S&S onboarding materials, ensuring the provision of S&S briefings to new staff and covered persons.

Miscellaneous

• Assist with planning and coordinating OSP departmental and office events and meetings.
• Create and oversee internal communications, such as a departmental newsletter.

Job Requirements:

Work Experience: 3 years demonstrated record of success in managing and improving the daily administrative functions of an organization.

Demonstrated Skills and Competencies:

• Highly organized self-starter with demonstrated problem-solving and follow-through ability, and proven success in managing multiple and diverse priorities under pressure.
• Strong analytic problem-solving skills with attention to detail.
• Ability to troubleshoot basic IT issues.
• Excellent verbal and written communication skills as well as an overall ability to be clear and concise in all communications.
• Strong organizational and time-management skills; proven ability to prioritize and deliver on time in a demanding, fast-paced environment.
• Ability to work both independently and in a dynamic, cross-functional global team structure.
• Highly proficient in Microsoft Office suite.
• Demonstrated ability to work effectively with stakeholders at all levels.
• Ability to manage and work through change in a proactive and positive manner.

Education: Bachelor’s degree or equivalent directly related experience required.

Language Skills: Fluency in English required.

Working Environment: Remote

Compensation: 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.

Gender Equality: IRC is committed to narrowing the gender gap in leadership positions. We offer benefits that provide an enabling environment for women to participate in our workforce including parental leave, gender-sensitive security protocols and other supportive benefits and allowances.

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.

US Benefits: We offer a comprehensive and highly competitive set of benefits. In the US, these include: 10 sick days, 10 US holidays, 20-25 paid time off days (depending on role and tenure), medical insurance starting at $145 per month, dental starting at $7 per month, and vision starting at $5 per month, FSA for healthcare, childcare, and commuter costs, a 403b retirement savings plans with up to 4.5% immediately vested matching contribution, plus a 3-7% base IRC contribution (3 year vesting), disability & life insurance, and an Employee Assistance Program which is available to our staff and their families to support counseling and care in times of crisis and mental health struggles.