HR Administrative Specialist

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 operates in over 40 countries and 26 U.S. cities, providing assistance to refugees and displaced persons. 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. The IRC employs thousands of staff worldwide, working collaboratively to deliver essential services and support to vulnerable populations.

Job Overview:
The HR Administrative Specialist position is a vital role within the IRC's New Jersey and New York offices, directly supporting the HR Manager in various administrative functions related to human resources. This position is designed for individuals who are passionate about human resources and are looking to contribute to the employee lifecycle processes within a dynamic and multicultural environment. The HR Administrative Specialist will be responsible for managing recruitment and onboarding processes, maintaining personnel files, overseeing time attendance management, and facilitating employee orientation. This role requires a proactive approach to problem-solving and the ability to serve as a knowledgeable resource for both staff and management. The specialist will coordinate various HR initiatives and support special projects, ensuring compliance with IRC policies and state-specific labor laws. The position also involves liaising with the HR Manager to address issues and connect staff with appropriate training and resources, making it essential for the candidate to possess strong communication and interpersonal skills.

Duties and Responsibilities:
The HR Administrative Specialist will have a comprehensive set of responsibilities, including but not limited to: serving as the first point of contact for employee lifecycle matters such as recruitment, new hire setup, orientation, benefits, payroll, onboarding, leaves of absence, status changes, and separations; assisting with HR administrative activities, including processing new hire and hire change paperwork and managing background checks; administering the organization’s applicant tracking system by posting and closing requisitions and providing coordination; ensuring compliance with HR-related IRC policies and procedures as well as state-specific labor laws; coordinating HQ initiatives related to the IRC Way, Duty of Care, and Safeguarding; liaising with the HR Manager to escalate issues and connect staff with training and resources; supporting special projects and initiatives; and serving as the primary point of contact for interns, providing guidance and support throughout their program.

Required Qualifications:
Candidates for the HR Administrative Specialist position should possess a strong set of qualifications, including excellent relationship-building skills, diplomacy, and networking abilities. The ideal candidate will have demonstrated success in working and communicating effectively within a multicultural environment. A self-starter mentality with exceptional problem-solving skills is essential, along with the ability to prioritize and manage time effectively. Attention to detail and accuracy in work products are critical, as is fluency in written and spoken English. Proficiency in Microsoft Office applications (Word, Excel, Outlook) and the ability to utilize the internet and digital tools for data entry, research, and problem-solving are also required.

Educational Background:
An undergraduate degree in a related field is preferred for this position. This educational background provides the foundational knowledge necessary for understanding human resources practices and administrative functions within an organization.

Experience:
Candidates should have at least 2 years of relevant work experience in office administration, human resources, or a related field. This experience is crucial for developing the skills needed to manage HR administrative tasks effectively and to support the employee lifecycle processes within the IRC.

Languages:
Fluency in written and spoken English is mandatory for this position. Additional language skills may be considered an asset, particularly in a multicultural work environment where diverse communication is essential.

Additional Notes:
This is a short-term role with an anticipated end date of September 30, 2026, and is not eligible for IRC's full benefits package. However, U.S.-based short-term employees are eligible for a 403(b) retirement savings plan with employer match (immediate vesting) and a non-elective employer contribution based on age and years of service (3-year vesting). Employees will also receive paid sick leave in accordance with policy and access to the Employee Assistance Program (EAP), which provides confidential counseling and mental health support for employees and their families. The work environment is primarily office-based, with some travel required throughout the service delivery area.