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 23 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 a variety of areas with numerous local partners, hundreds of corporate, foundation, and government donors, and thousands of individual givers. The distinctive components and programmatic endeavors of USP are represented and guided through the USP Program Framework which contains six core program sectors: resettlement, economic empowerment, access and legal rights, education and learning, health and wellness and community integration and development. IRC resettles approximately 8,750 refugees and has over 600 staff and 3,500 volunteers.
Scope:
The Department Manager is responsible for a large range of administrative functions to ensure all Department activities move forward as effectively and efficiently as possible. This position reports to the Vice President of US Programs
Responsibilities:
Administrative support
- Provide or oversee administrative and logistical assistance to the department.
- Provide support to the Immigration, Processing & Resettlement Programs, Resource Acquisition, and Regional teams as needed.
- Procure office supplies and materials for HQ staff and regional offices.
- Provide travel, administrative, and meeting support to the Vice President.
Communication
- Respond to day-to-day communications on general US programs issues in a timely manner.
- Provide orientation materials to new HQ staff, interns, and volunteers.
- Maintain printed materials and the RescueNet site.
- Develop and maintain a resource library and provide updated information to staff.
- Work with Regional teams, US Programs offices, and other staff to ensure that distribution and address lists are kept up-to-date.
Meeting and conference management
- Execute a plan to organize annual Executive Directors Conference, Case Management and Employment Supervisors training, and other department conferences and trainings as requested.
- Prepare and manage budgets for trainings and conferences; participate in planning committees and organize logistics for training and conferences.
- Organize conference calls as needed.
- Plan, schedule and facilitate weekly and monthly department meetings.
Grants management
- Coordinate with the grants/programs and regional teams to support the writing, editing, and submission of proposals, reports, agreements and to facilitate all other regional administrative activities, as designated.
Human resource management
- Maintain department vacation schedule and tracking lists.
- Maintain track record of time-off of department staff.
- Ensure all HR paperwork is properly completed for new and departing HQ staff, interns and volunteers.
Other
- Manage one full-time position, the Program Administrator
- Assist with learning activities, including Community of Practice forums and department-wide initiatives.
- Assist in roll-out of network-wide initiatives, as requested.
- Assist with budget forecasts, reforecasts, and additional finance activities as requested.
- Other duties as assigned by supervisor.
Requirements:
- Bachelor’s degree required;
- 3+ years of administrative experience in progressively responsible role
- Solid organizational skills; detail-oriented; ability to multi-task and prioritize tasks, and to learn quickly
- Excellent interpersonal and communication skills: the ability to successfully and effectively liaise with people within and across departments in a multi-cultural environment
- A team player and an independent performer in a very fast-paced environment
- A flexible work attitude and a calm manner
- Proven writing and editing skills: a quick and accurate reviewer and editor
- Proven success in preparing, tracking, and reviewing budgets
- Excellent computer skills: Microsoft Word, Excel, and PowerPoint
- Experience in humanitarian assistance and non-profit work an advantage
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