Operations Specialist

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IRC - The International Rescue Committee

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Job Description

Job Overview: The Operations Specialist provides a broad variety of support services to the Turlock office. The position is responsible for completing general administrative tasks, including overseeing the general day-to-day office operations and front desk/reception interns and volunteers. The Operations Specialist is responsible for providing logistics support for office facilities, including office infrastructure, ordering, supplies, IT, phones, etc. The position is also responsible for assisting the Site Director in coordinating meetings, trainings, and events, and serving as a local point person for human resources. The position directly reports to the Operations Manager and indirectly to the Site Director.

Major Responsibilities:

- Serve as the office’s primary focal point for IT and communications infrastructure, hardware, and software matters. Manage assets through inventory management. - Work with regional and HQ IT team to address any internet or telecommunications service disruptions, liaising with local internet and telecommunications service providers. - Serve as the office’s focal point for day-to-day S&S matters. - Escalates and reports incident management including filing police reports. Report S&S incidents involving covered persons in accordance with established protocols. - Organize a minimum of one emergency evacuation exercise at office or program site level per year and other appropriate trainings informed by Security Risk Assessment findings. - Order office supplies, equipment etc. in accordance with supply chain and financial compliance guidelines and coordinate servicing and repairs as needed. - Manage Integra vendor creation and billing/invoices in coordination with Finance team. - Coordinate fleet management in accordance with established protocols. - Coordinate on- and off-site storage needs. - Manage equipment leases, coordinate repairs and improvements as needed. - Coordinate the allocation of workspaces and support related employee lifecycle needs such as building access. - Support smooth functioning of office infrastructure including communications equipment and services. - Assist with planning and coordinating office events and meetings. - Greet clients, visitors, donors, job candidates, and other IRC stakeholders at front desk with a high degree of professionalism. - Direct phone calls and follow up on voicemail. - Complete I-9 verifications with new hires. - Other duties as assigned.

Key Working Relationships:

Position Reports to: Operations Manager with dotted line to Site Director.

Job Requirements:

- Undergraduate degree required; relevant work experience may be substituted. - One or more years of relevant work experience in office administration; human resources, facilities management, procurement or related field, preferred. - Proficient in Microsoft Office applications (Word, Excel, Outlook) and strong keyboarding and internet usage skills; database familiarity a plus. - Tech savvy with ability to troubleshoot basic hardware and software issues, preferred. - Basic accounting skills, preferred. - Solid organizational skills with the ability to work productively and accurately while under pressure in a fast-paced environment - Ability to effectively communicate and work as a team member with collaborative partners in a multi-cultural environment. - Fluent in English, both spoken and written.

Work Environment:

- Standard office environment.

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 can demonstrate that they can contribute to this goal.

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: We offer a comprehensive and highly competitive set of benefits. In the US, these include: 10 sick days, 10 US holidays, 20-25 paid time off days depending on role and tenure, medical insurance starting at $120 per month, dental starting at $7 per month, and vision starting at $5 per month, FSA for healthcare and commuter costs, a 403b retirement savings plans with immediately vested matching, disability & life insurance, and an Employee Assistance Program which is available to our staff and their families to support counseling and care in times of crisis and mental health struggles.

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Qualifications

Added 1 year ago - Updated 11 months ago - Source: rescue.org