Operations Assistant

Job Posting Organization:
The International Rescue Committee (IRC) is a global humanitarian organization that responds to the world's worst humanitarian crises and helps people to survive and rebuild their lives. Established in 1933, the IRC has grown to operate in over 40 countries and 26 U.S. cities, employing thousands of staff members dedicated to providing assistance to those in need. The organization is committed to upholding the highest standards of professional conduct and integrity, ensuring that all employees adhere to its core values of Integrity, Service, Equality, and Accountability.

Job Overview:
The Operations Assistant plays a crucial role in ensuring the smooth operation of the organization by providing essential receptionist services and managing various operational duties. This position is designed to create a compliant and efficient operational environment for staff, clients, and partners. The Operations Assistant will be the first point of contact for visitors and clients, responsible for greeting them and directing them appropriately. Additionally, the role involves managing the front desk area, maintaining a professional reception environment, and handling incoming communications effectively. The Operations Assistant will also support the Operations Manager in addressing facility maintenance issues and ensuring that the office environment is conducive to productivity. This position requires a proactive approach to problem-solving and the ability to manage multiple tasks simultaneously, ensuring that all operational aspects run smoothly.

Duties and Responsibilities:
The Operations Assistant will be responsible for a variety of tasks, including but not limited to: answering all incoming phone calls and directing them to the appropriate team members in a timely and courteous manner; managing the front desk area, greeting and directing clients and visitors professionally; providing information and answering questions for all visitors; maintaining the reception area and lobby in a neat and professional manner; receiving and distributing incoming mail and faxes; coordinating repairs and improvements of office equipment with staff, property managers, and vendors; supporting office-level IT and communications infrastructure; ordering office and program supplies as needed; processing vendor invoices in coordination with the Finance team; providing support for day-to-day safety and security" style="border-bottom: 1px dotted #007bff !important;">security matters; and supporting special projects and performing other tasks as assigned.

Required Qualifications:
Candidates must possess a high school diploma, with an Associate's Degree preferred. A minimum of 2 years of previous reception and/or clerical experience is required. Fluency in English is mandatory, and bilingual abilities are preferred. Candidates should have excellent computer skills, particularly in the MS Office suite (MS Word, Excel, and Outlook), as well as strong data entry skills. The ideal candidate will be highly organized, flexible, and possess effective communication and time management skills. Strong administrative and organizational skills are essential, along with the ability to work independently and collaboratively in a multicultural environment.

Educational Background:
The minimum educational requirement for this position is a high school diploma. An Associate's Degree is preferred, indicating a higher level of education and understanding of office operations and management.

Experience:
The position requires a minimum of 2 years of relevant experience in reception or clerical roles. This experience should demonstrate the candidate's ability to manage front desk operations, handle communications effectively, and support various administrative functions within an office environment.

Languages:
Fluency in English is mandatory for this position. Bilingual abilities are considered a plus, as they can enhance communication with a diverse client base and improve service delivery.

Additional Notes:
This position is represented by the OPEIU union and is subject to the terms and conditions of a collective bargaining agreement. The working environment is a standard office setting, with the possibility of hours extending beyond typical office hours. The compensation for this role ranges from $21.00 to $23.00 per hour, depending on various factors such as labor market conditions, job type, internal equity, and the candidate's experience and skills. The IRC is an Equal Opportunity Employer, considering all applicants based on merit without discrimination. Additionally, the organization offers benefits to short-term employees in the U.S., including a 403b retirement savings plan with immediate vesting, sick leave, and an Employee Assistance Program to support staff and their families during times of crisis.