PIAFC Operations and Facilities Coordinator

2 weeks ago

Salem, United States IRCO Full time
JOB GRADE : Coordinator 3/Specialist 4 (Grade 5)

STATUS: Full Time with Benefits

PROGRAM(S): Various IRCO PIAFC; Administration

REPORTS TO: PIAFC Director

OPENING DATE: September 21, 2023

CLOSING DATE: Open Until Filled

GENERAL POSITION SUMMARY:

IRCO PIAFC Operations and Facilities Coordinator 3 (short "PIAFC Operations and Facilities Coordinator") works to coordinate the efforts of PIAFC's operations, administrative functions, and programming. The PIAFC Operations and Facilities Coordinator assists teams, units, and department at PIAFC to operationalize and implement their program needs on site at PIAFC, coordinate with reception and intake, communication to staff on site capacity. The Operations and Facilities Coordinator will work to assist PIAFC-based IRCO employees and coordinate the front desk, reception, and internal communication. The Operations and Facilities Coordinator will provide PIAFC-based on boarding to on-site specific needs as staff work at their workspace and throughout the site. The PIAFC Operations and Facilities Coordinator assists the PIAFC Director, PIAFC Office Support Specialist, and IRCO staff in coordinating use of space, facilities, and IRCO departments, administration, and planning.

ESSENTIAL FUNCTIONS:
  • Administrate PIAFC operations and programming with Office Support Specialist and Front Desk Reception team.
  • Communicate and assess safety and client intake for high need and high-risk programs on site with IRCO's Safety and Facilities team.
  • Coordinate with IRCO facilities, maintenance staff, and IRCO's Property Coordinator on property concerns, office use, program space, requesting key, and alarm code for staff.
  • Coordinate on site PIAFC space use policy management, on boarding policy, and assist with IRCO IT department to support in equipment technical issues, printer supplies, staff badges, phone, computers/laptops, and security systems with Office Support Specialist.
  • Communicate and coordinate program needs in space use and meeting rooms, operations in large program activities, and program activities coordination on site with IRCO facilities and administration team.
  • Coordinate with PIAFC front desk reception operations and support front desk reception tasks.
  • Coordinate event planning as related to PIAFC-wide program implementation and program activities.
  • Provide review of program budgets, program expense, program activities as assigned by leadership.
  • Provide technical and operational coordination on site as needed for program requirements and PIAFC needs.
  • Coordinate in the implementation of IRCO policy, maintaining updates to the PIAFC procedures manual, and other information technology needs in consultation with PIAFC Director, Office Support Specialist, and Administration.
  • Provide coordination to safety concerns on site at PIAFC in liaison and collaboration with IRCO Administration.
  • Participate in staff meetings, trainings, and committees to support IRCO's goals and objectives.
SECONDARY FUNCTIONS:
  • Provide front-line coordination and reception for agency, including answering multi-line voicemail telephone system, routing calls, answering emails, and taking accurate messages and troubleshooting review of those systems for front desk across all IRCO sites.
  • Supervise and update staff and visitor sign in/out sheet policy with front desk reception team, office support, and IT.
  • Coordinate operations of delivery and pick up of orders for program supplies with Office Support Specialist.
  • Review order, track, and invoice office supply purchases with IRCO Administrative team and assist in tracking with Office Support Specialist.
  • Review meeting rooms' calendar binder and intranet calendar with IT and administrative teams.
  • Coordinate, gather, and compile a variety of professional level correspondence (often of a confidential nature), photocopy materials, and perform other related office/administrative tasks.
  • Have general knowledge of program needs on site and in support of their clients and community-based services when visiting PIAFC via walk in or appointment to work with intake teams and streamline services.


Requirements

KNOWLEDGE:

Education: Some college course work (2)

Experience: 3-4 years of experience is required (4)

Licensure, Certification: Second language is preferred, but not required.

Computers: All positions at IRCO require use of a computer and experience working with Microsoft Products including but not limited to Microsoft 365, Excel, Word, Outlook, and PowerPoint.

SKILLS:

Communication: Regular communication inside and outside the organization to exchange ideas and gather information (5)

Creativity: Processes and procedures are well defined (1)

EFFORT:

Mental: There is regular variation in tasks and the job holder must decide which tasks to complete as well as the order in which tasks are completed (3)

Physical: Positions at this level require minimal physical effort such as light lifting, carrying or movement, etc. Physical capability involves use of office or equipment where some agility and hand eye coordination is needed (2)

RESPONSIBILITY:

Impact and Influence: Positions at this level have a some need or ability to analyze problem or concepts or make decisions on the information. Positions at this level have some impact to and influence on organization operations, programs, expense or budgetary outcomes. (3)

Work Independence: Positions at this level are expected to work under minimal supervision. Positions regularly contribute ideas, but decisions or actions that commit the organization or which are outside established policy/procedure are expected to be referred to others (4)

Planning: Positions at this level must consider own work and work of others. Planning processes will include determination of issues or obstacles and preferred courses of action. Ability to forecast for the near future (six to twelve months) is required (3)

Supervision: Positions at this level are normally responsible for a full range of supervisory responsibilities including hiring and terminations, but require Department Manager approval. (4)

WORKING CONDITIONS:

Environment: This level has a work environment that is well protected, with virtually no hazards or obstacles. There is very little element of personal risk or hazard. Job conditions are stable, usually well managed, and very comfortable. (1)

Schedule: The work schedule is mostly stable and does not fluctuate without prior notice. (2)

ABOUT IRCO:

IRCO's mission is to welcome, serve, and empower refugees, immigrants and people across cultures and generations to reach their full potential. Our vision is a future where all refugees and immigrants belong, our staff are nurtured, and all communities thrive.

Founded in 1976 by refugees for refugees, IRCO has over 40 years of experience working with refugee and immigrant communities in the Portland metropolitan area, and over five years in Eastern Oregon. IRCO is the largest provider of employment services and job training for newly arrived refugees in Oregon; and we support families at every stage of their lives from the time they arrive in Oregon. Find out more at www.irco.org.

IRCO IS AN EQUAL OPPORTUNITY EMPLOYER

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