Administrative Specialist

The International Rescue Committee (IRC) helps people whose lives and livelihoods are shattered by conflict and disaster to survive, recover, and gain control of their future.

Founded in 1933, the International Rescue Committee (IRC) is a leading nonsectarian, voluntary organization providing relief, protection and resettlement services for refugees and victims of oppression. For over 25 years our Phoenix office has provided a range of services including resettlement and economic empowerment services, immigration, community gardening and case management for victims of trafficking.

Our strength and success lie within our core values of Service, Accountability, Equality, and Integrity. We are strongly motivated by our clients and are dedicated to delivering high-impact and quality programs.

The Administrative Specialist provides a broad variety of support services to support operations. The position is responsible for assisting with human resource administrative tasks, office administration, facilities, and vehicle management. The Administrative Specialist is also responsible for providing procurement of office supplies and oversight of office for day-to-day operations.

• Post position vacancies and participate as needed in the recruitment and hiring process.
• Prepare new hire employee orientation schedules, trainings, IT account creations and other documentation to ensure a smooth and efficient onboarding process.
• With the Volunteer Coordinator, recruit and retain office interns and volunteers to assist with office and administration operations, to include front desk volunteers, work study and others as appropriate. Provide supervision to office interns and volunteers.
• Receive and track staff vacation and sick leave requests and notify employees of the vacation and sick time balances on a quarterly basis.
• Maintain physical employee files and ensure all federal and state employment notices are posted.
• Support office infrastructure including telephone/internet service, office space, cell phones, copiers, office supplies, business cards, distributing mail, mailboxes, badges, keys and key cards and posting office holiday closures.
• Update and maintain the Front Desk Manual and facilitate coverage of front desk duties during lunch breaks and absences.
• Provide procurement of office supplies and maintain inventory of office supplies.
• Schedule, organize and ensure maintenance and cleanliness of all IRC Phoenix vehicles.
• Serve as the focal point for building maintenance concerning general maintenance issues, proper lighting, adequate office temperature, and other facility functionality.

• Undergraduate degree in related field preferred.
• At least 2 years of relevant work experience in office administration; human resources, facilities management, procurement, or related field, preferred.
• Computer proficiency with an emphasis on Microsoft Office applications (Word, Excel, Teams, Outlook). Proven experience in web-based data entry systems, with both data extraction and design preferred.
• Tech savvy with ability to troubleshoot basic hardware and software issues, preferred.
• Fluency in written and spoken English, bilingual ability preferred in Swahili, Kinyarwanda, Arabic, French or other refugee/immigrant language used in Arizona. Cross-cultural understanding and strong communication skills, both written and oral.
• Highly organized self-starter with proven success prioritizing multiple tasks, making critical decisions, and delivering results in a fast-paced environment with tight deadlines.
• Strong attention to detail with the ability to prioritize and manage time effectively.
• Flexibility with demonstrated ability to maintain responsibility for multiple tasks in the context of a diverse,…