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Administrative Assistant

4 months ago

Wichita Falls, Texas, United States IRC - The International Rescue Committee Full time

The Administrative Assistant is a support position working with the Wichita Operations Department to support and facilitate collaboration between programs, admin, finance, and general operations.

There will be responsibilities in the areas of HR, communication, vendor and general IRC staff relationships and various administration duties.

The Administrative Assistant reports to the Operations Manager.

RESPONSIBIITES:

Responsibilities include, but are not limited to:
\- Comply with all IRC policies, procedures and protocols including adherence to the IRC Way and Child Safeguarding.
\- Welcome staff, clients and guests by greeting them, in person or on the telephone, with a warm and friendly demeanor;
\- Treat all staff, clients and guests with respect, professionalism, kindness and dignity;
\- Answer or refer inquiries from clients and guests to the appropriate staff person;
\- Regularly check voicemail system and send messages to appropriate staff person for follow up;
\- Maintain up-to-date information on front desk processes and procedures as well as lobby bulletin boards with up-to-date information/flyers, and a safe and clean reception area;
\- Participate in staff development activities and fully engage as a member of the team;
\- Support with various office-related logistics such as restocking supplies, ordering new office supplies, and finding items required by various staff members
\- Support with any minor office logistics and security including light maintenance (identify maintenance needs, liaise with and/or orient repair person, coordinate with cleaning company on needs, etc.) and organization (key-making, ensure alarm is on/off, etc.)
\- Engage with vendors who provide office supplies, various visibility items (business cards, office signs, etc.), printing materials, and related office materials and admin needs
\- Support HR duties as assigned, including paperwork and filing to support organization and proper documentation of various HR-related tasks
\- Other related duties as assigned.

JOB REQUIREMENTS:

Education:
\- High school diploma or GED required.

Work Experience:
\- Minimum 1 year of directly related professional experience required.
\- Experience working directly with clients and customers through external-facing, customer service-related position

Demonstrated Skills & Competencies:
\- Demonstrated ability to promote an organizational culture that reflects IRC's core values of service, accountability, integrity, and equality. Ability to carry out responsibilities in a way that recognizes that IRC's work is best accomplished through the true collaboration of individuals from many cultures with a great variety of skills and perspectives.
\- Strong relationship building, diplomacy, and networking skills; ability to effectively build internal and external relationships.
\- Demonstrated success working and communicating effectively in a multi-cultural environment.
\- Self-starter with excellent problem-solving skills combined with the proven ability to prioritize and manage time effectively.
\- Attention to detail and accuracy in work product.
\- Fluent in English, both spoken and written; proficiency in language(s) spoken by client group is desired.
\- Proficient in Microsoft Office applications (Word, Excel, Outlook); ability to use the internet and other digital tools for data entry, research, and problem-solving purposes.

Working Environment:
\- Standard office environment.

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: The IRC offers a comprehensive and highly competitive set of benefits.

All US employees are eligible for sick time, a 403b retirement savings plans:

up to 4.5% immediately vested matching contribution, plus an 3-7% additional IRC contribution, and an Employee Assistance Program which is available to our staff and their families to support in times of crisis and mental health struggles.


In addition, full-time employees are eligible for 10 US paid holidays, 20-25 paid time off days, disability & life insurance, medical, dental, and vision insurance (employee contribution starting at $135, $7, and $5 per month respectively) and FSA for healthcare, childcare, and commuter costs.

Part-time employees are eligible for a proportionate amount of paid time off. These additional benefits apply to employees who work at least 6 months within a 12 month time period.

SCOPE OF WORK:

The Administrative Assistant is a support position working with the Wichita Operations Department to support and facilitate collaboration between programs, admin, finance, and general operations.

There will be responsibilities in the areas of HR, communication, vendor and general IRC staff relationships and various administration duties.

The Administrative Assistant reports to the Operations Manager.

RESPONSIBIITES:

Responsibilities include, but are not limited to:
\- Comply with all IRC policies, procedures and protocols including adherence to the IRC Way and Child Safeguarding.
\- Welcome staff, clients and guests by greeting them, in person or on the telephone, with a warm and friendly demeanor;
\- Treat all staff, clients and guests with respect, professionalism, kindness and dignity;
\- Answer or refer inquiries from clients and guests to the appropriate staff person;
\- Regularly check voicemail system and send messages to appropriate staff person for follow up;
\- Maintain up-to-date information on front desk processes and procedures as well as lobby bulletin boards with up-to-date information/flyers, and a safe and clean reception area;
\- Participate in staff development activities and fully engage as a member of the team;
\- Support with various office-related logistics such as restocking supplies, ordering new office supplies, and finding items required by various staff members
\- Support with any minor office logistics and security including light maintenance (identify maintenance needs, liaise with and/or orient repair person, coordinate with cleaning company on needs, etc.) and organization (key-making, ensure alarm is on/off, etc.)
\- Engage with vendors who provide office supplies, various visibility items (business cards, office signs, etc.), printing materials, and related office materials and admin needs
\- Support HR duties as assigned, including paperwork and filing to support organization and proper documentation of various HR-related tasks
\- Other related duties as assigned.

JOB REQUIREMENTS:

Education:
\- High school diploma or GED required.

Work Experience:
\- Minimum 1 year of directly related professional experience required.
\- Experience working directly with clients and customers through external-facing, customer service-related position

Demonstrated Skills & Competencies:
\- Demonstrated ability to promote an organizational culture that reflects IRC's core values of service, accountability, integrity, and equality. Ability to carry out responsibilities in a way that recognizes that IRC's work is best accomplished through the true collaboration of individuals from many cultures with a great variety of skills and perspectives.
\- Strong relationship building, diplomacy, and networking skills; ability to effectively build internal and external relationships.
\- Demonstrated success working and communicating effectively in a multi-cultural environment.
\- Self-starter with excellent problem-solving skills combined with the proven ability to prioritize and manage time effectively.
\- Attention to detail and accuracy in work product.
\- Fluent in English, both spoken and written; proficiency in language(s) spoken by client group is desired.
\- Proficient in Microsoft Office applications (Word, Excel, Outlook); ability to use the internet and other digital tools for data entry, research, and problem-solving purposes.

Working Environment:
\- Standard office environment.

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: The IRC offers a comprehensive and highly competitive set of benefits.

All US employees are eligible for sick time, a 403b retirement savings plans:

up to 4.5% immediately vested matching contribution, plus an 3-7% additional IRC contribution, and an Employee Assistance Program which is available to our staff and their families to support in times of crisis and mental health struggles.


In addition, full-time employees are eligible for 10 US paid holidays, 20-25 paid time off days, disability & life insurance, medical, dental, and vision insurance (employee contribution starting at $135, $7, and $5 per month respectively) and FSA for healthcare, childcare, and commuter costs.

Part-time employees are eligible for a proportionate amount of paid time off. These additional benefits apply to employees who work at least 6 months within a 12 month time period.

\#LI-Onsite

Qualifications