Administrative Manager

Job Description

Job Overview:

The International Rescue Committee (IRC) is one of the leading providers of high-quality programming for refugees resettling to the United States. Switchboard is a one-stop resource hub for refugee service providers in the United States, supported by the Office of Refugee Resettlement (ORR) and implemented by the IRC in partnership with Lutheran Immigration and Refugee Service (LIRS). More information about Switchboard can be found at www.SwitchboardTA.org.

Switchboard is seeking an Administrative Manager. This staff person will be responsible for managing administrative functions for the team. This position may be remote and located anywhere in the United States.

Major Responsibilities:

· Manage all administrative functions on the Switchboard team, with support from the RAL Administrative Coordinator

· Manage contracts and contractor relationships, including preparation of consultant and vendor agreements and coordination with Global Supply Chain and/or Human Resources as needed

· Manage the procurement, purchasing, and tracking of project expenses within the IRC’s Integra system (Microsoft Dynamics 365)

· Ensure all internal review and approval processes are followed for project expenditures and contracts

· Ensure project documentation is appropriately managed on Box, including documentation of standard operating procedures, and uploaded to IRC’s Opportunity Tracking & Implementation System (OTIS) as relevant

· Ensure all Zoom webinar and meeting events are created accurately and on time

· Ensure all webinar follow-up is completed, including publishing recordings, reviewing transcripts, and drafting follow-up emails

· As requested, contribute to project monitoring and evaluation (M&E)

· As requested, manage administrative functions for virtual and in-person meetings and events

· As requested, support Program Manager, Communications with newsletters and webinar announcements, as well as listserv maintenance in MailChimp platform

Other duties as assigned.

Job Requirements:

· Bachelor’s Degree in relevant field (or equivalent experience)

· Minimum two years of experience in nonprofit administration or related field

· Experience scheduling and hosting Zoom events

· Experience managing procurement, payments, vendor relationships, etc.

· Experience contributing to project M&E (data collection, management, and reporting)

· Outstanding organizational skills with the ability to juggle multiple tasks, effectively manage time, and meet deadlines

· Strong written and oral communication skills, ability to communicate effectively with colleagues and partners

· The ability to be flexible and work well in a fast-paced team environment

· Preferred: Familiarity with refugee resettlement and Office of Refugee Resettlement (ORR)-funded programs

This position is contingent on receipt of grant funding.

Working Environment: Standard office and/or remote working environment. This role may require working remotely full or part time and part time remote employees may be required to share workspace.

COVID-19 Vaccination Requirement****: In accordance with IRC’s duty to provide and maintain a workplace that is free of known hazards and our commitment to safeguard the health of our employees, clients, and communities, IRC requires candidates who are selected for interview to furnish proof of vaccination against COVID-19 in order to be considered for this position.

Commitment to Diversity and Inclusivity****: IRC is committed to building a diverse organization and a climate of inclusivity. We strongly encourage applications from candidates who have lived experience as refugees, survivors of trafficking, or other populations the IRC serves.

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.

The IRC and IRC workers must adhere to the values and principles outlined in IRC Way - Standards for Professional Conduct. These are Integrity, Service, and Accountability. In accordance with these values, the IRC operates and enforces policies on Beneficiary Protection from Exploitation and Abuse, Child Safeguarding, Anti Workplace Harassment, Fiscal Integrity, and Anti-Retaliation.

IRC et les employés de IRC doivent adhérer aux valeurs et principes contenus dans le IRC WAY (normes de conduite professionnelle). Ce sont l’Intégrité, le Service, et la Responsabilité. En conformité avec ces valeurs, IRC opère et fait respecter les politiques sur la protection des bénéficiaires contre l’exploitation et les abus, la protection de l’enfant, le harcèlement sur les lieux de travail, l’intégrité financière, et les représailles.

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