BACKGROUND:
The IRC is one of the leading providers of high quality programming for refugees resettling to the United States. The mission of the IRC’s US Programs (USP) Department is to create opportunities for refugees to survive and thrive in America. The IRC’s USP Department currently provides services in 26 U.S. cities and through the IRC’s Resettlement Support Center (RSC) in East Asia. The USP portfolio has grown to encompass a spectrum of support in five program outcome areas with numerous local partners, hundreds of corporate, foundation, and government donors, and thousands of individual givers. The IRC resettles over 10,000 refugees on an annual basis, has a budget of $89 million, and has over 850 staff and 3,500 volunteers.
SCOPE:
The Administrative Assistant is responsible for a range of administrative functions to ensure all Kansas State Office of Refugee (KSOR) activities move forward as effectively and efficiently as possible. This position reports to the Statewide Coordinator of Refugee Services.
ESSENTIAL JOB FUNCTIONS:
- Responsible for administrative and logistical support to office.
- Procure office supplies, equipment, and materials for office; monitor and track office inventory.
- Keep track of administrative expenses and fill out appropriate vouchers with the exact coding.
- Provide travel, administrative, and meeting support to the KSOR staff
- Respond to day-to-day communications on general KSOR issues in a timely manner.
- Coordinate with the Statewide Refugee Coordinator to support the writing, editing, and submission of proposals, reports, agreements and to facilitate all other regional administrative activities, as designated
- Prepare and manage budgets for meetings, trainings and conferences; organize logistics for meetings, trainings and conferences, and take notes as needed.
- Facilitate all statewide administrative activities, as designated
- Maintain department vacation schedule and tracking lists.
- Maintain track record of time-off of staff.
- Ensure all HR paperwork is properly completed for new and departing staff, interns and volunteers.
- Assist in roll-out of state-wide initiatives.
- Assist with security-related issues, as needed; organize and conduct fire and safety drills; update and maintain the Safety and Security plan and the Office Contingency plan.
- Assist with finance activities as requested, including monthly billing, tracking and reimbursements.
- Review monthly direct service provider reports.
- Other duties as assigned by supervisor.
REQUIREMENTS :
- Bachelor’s degree strongly preferred
- 2+ years administrative experience
- Excellent verbal and written communication skills
- Proven ability to work as a team member in a cross-cultural environment.
- Ability to prioritize and manage time effectively.
- Ability to effectively work with a variety of community partners through telephone, email and other correspondence.
- Solid computer skills: facility with MS office suite (Word, Excel, etc.) and email/internet software required.
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