Administrative Coordinator

IRC , Denver, United States

Skill Required:, Finance and AccountsHR and Admin
Preferred Experience: 
2 years of relevant work experience
Closing Date for Applications: 
11th April, 2020


Job Description

IRC BACKGROUND:

The IRC opened a Denver office in 2016 to provide reception and placement services to newly arrived refugees. The office is slated to resettle approximately 200-250 refugees per year and provides wraparound program services that assist refugees, asylees, Cuban and Haitian entrants, victims of trafficking, survivors of torture, asylum seekers, and other immigrant populations. Most services are available for at least five years following arrival in the U.S. The IRC in Denver’s service approach is client-centered, empowerment-focused, trauma-informed, and multigenerational.

JOB OVERVIEW:

Under the direction of the Senior Finance and Budget Manager, the Administrative Coordinator will is responsible for the organization and oversight of day-to-day office activities, with an emphasis on assisting with key financial administration functions, providing administrative support to the Executive Director and to the broader team as requested, managing office operations including the front desk, overseeing office inventory, supporting new employee set up and onboarding, and handling other duties vital to the office’s ability to operate smoothly.

MAJOR RESPONSIBILITIES:

  • Administration and Finance
  • In collaboration with the Finance Manager, prepare client direct assistance vouchers, generate accounts payable vouchers for office bills, and prepare payment requests in the accounts payable worksheet;
  • File and maintain administration and finance records for easy access, including direct assistance documentation for client case files, in compliance with office protocols and donor requirements;
  • Prepare inventory liquidation reports, update the ETO database to reflect payments received by clients, and support reconciliation of direct assistance provided to clients;
  • Assist in ensuring that documentation of in-kind donations is maintained accurately and documented in both finance and programmatic files;
  • Routinely support the Executive Director with administrative tasks, including but not limited to scheduling, planning events and training sessions, organizing client focus groups, and maintaining key office documentation;
  • Receive and distribute mail, ensuring that client mail is well-organized and routinely distributed to clients when they visit the office or sent out when needed;
  • Manage review and approval flow for contracts and agreements that require vetting and execution;
  • Offer assistance to staff and interns with routine administration and finance reporting, including data entry into the Budget versus Actual (BvA) system, purchasing card reports, expense reimbursement requests, time off requests, time reporting in NovaTime, and new reports introduced as the office transitions to Integra (IRC’s new Enterprise Resource Planning system);
  • Operations
  • Assist in overall management of office, serving as the point of contact for maintenance requests, shipping and mailing, space scheduling, furniture, supplies, IT and non-IT equipment, and related procurement needs;
  • Maintain accurate inventory of office equipment and supplies;
  • Coordinate front desk and reception area operations to ensure coverage by staff or volunteers, in close coordination with the Volunteer and Donations Coordinator;
  • Maintain a welcoming reception environment, providing timely service to clients, keeping the area stocked with relevant informational materials and supporting the reception area computer lab;
  • Promote office cleanliness to ensure the reception area, classroom, interview rooms, kitchen and bathrooms are tidy and in working order, on a daily basis and by periodically organizing office-wide cleaning projects or coordinating with the building’s cleaning crew as needed;
  • Other
  • Serve as the office’s Security Focal Point, maintaining an up-to-date Safety and Security Plan, supporting onboarding for new staff and refresher training, and participating in regular training for Security Focal Points;
  • Fully engage as a member of the team, participating in all program meetings and staff development activities;
  • Adhere to relevant IRC policies and procedures, state laws, and donor guidelines; and
  • Perform other duties as assigned.

Qualifications

  • Associate’s degree or high school diploma with equivalent years of related work experience;
  • At least two years of work experience in administrative, office management, and /or financial administration;
  • Event planning and coordination experience preferred;
  • Experience working in a multi-cultural non-profit and/or international setting with diverse client base;
  • Strong English language skills, including written and verbal communications;
  • Excellent interpersonal and customer service skills;
  • Must be extremely flexible, capable of meeting deadlines and managing multiple priorities;
  • Strong computer skills particularly in MS Office applications and experience with databases;
  • Superb organizational, planning, time and task management and logistical skills;
  • Solid decision-making capabilities, sound judgement and ethics consistent with the IRC Way;
  • Demonstrated commitment to IRC’s mission and safeguarding principles to ensure client and staff wellbeing;
  • Intermediate to advanced computer skills, including full proficiency in Microsoft Office Suite (Word, Excel, Outlook), Publisher, internet applications and relational databases. Strong keyboarding skills.
  • Comfort and familiarity with technology, including computers, printers, and phone systems.

WORKING ENVIRONMENT:

  • Standard professional office environment.
  • Ability to safely lift 35 lbs.

IRC- leading the way from harm to home.

IRC is an Equal Opportunity Employer. IRC considers all applicants on the basis of merit without regard to race, sex, color, national origin, religion, sexual orientation, age, marital status, veteran status, disability or any other characteristic protected by applicable law

Source:https://rescue.csod.com/ats/careersite/search.aspx?site=1&c=rescue


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