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Operations Specialist

Denver (United States of America)

  • Organization: IRC - International Rescue Committee
  • Location: Denver (United States of America)
  • Grade: Mid level
  • Occupational Groups:
    • Operations and Administrations
  • Closing Date:

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Founded in 1933, the IRC is a leading nonsectarian, voluntary organization providing relief, protection and resettlement services for refugees and victims of oppression or violent conflict. One aspect of the IRC is to assist refugees resettling in the United States. The IRC opened a Denver office in 2016 to provide reception and placement services to newly arrived refugees. The office is slated to resettle more than 600 refugees and 500 Afghan parolees in the coming federal fiscal year. Wraparound program services and holistic supports aim to realize positive impact in clients’ safety, health, education, economic wellbeing, and power. Some services are limited to refugees and other Office of Refugee Resettlement (ORR)-eligible populations, while others are open to a broader population of refugees, immigrants, and forcibly displaced people.
 
The IRC in Denver’s approach is client-centered, empowerment-focused, trauma-informed, and multigenerational. Advancing racial equity and narrowing the gender gap are priorities for the IRC in Denver. The team’s efforts in this space are ongoing and evolving. Current work is focused on participating in learning and dialogue to deepen understanding and awareness of systemic inequities and systems of oppression; building an internal organizational culture that reflects a commitment to antiracism and gender equality for clients as well as staff, volunteers, and the broader community; engaging clients more deeply in making decisions that affect them, whether at the individual, household, program, or organizational level; using our power and influence to advocate for rules, policies, and laws that address inequities experienced by the people we serve and seek systemic change for the benefit of all who are impacted by these inequities; undertaking intentional efforts to shift dynamics and promote power sharing between leadership and the broader team as well as between staff and clients; and examining and changing practices in recruitment, recognition, and other areas of employee engagement and talent development to prioritize access to opportunity and work toward full inclusion and belonging for clients, staff, and volunteers who identify as Black, Indigenous, People of Color, and LGBTQI, as well as those who have lived experience as refugees and immigrants. 

JOB OVERVIEW
The Operations Specialist provides a broad variety of support services to the Denver 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 also responsible for providing logistics support for office facilities, specifically supporting office infrastructure, ordering, supplies, IT, phones, etc. In addition, the position assists the Operations Manager in coordinating meetings, trainings, and events, and serves as a local point person for designated human resources responsibilities. The position directly reports to the Operations Manager and indirectly to the Executive Director and works cross-functionally with colleagues in relevant operations areas across the IRC.

MAJOR RESPONSIBILITIES
Major responsibilities include but are not limited to:

Office Administration
• Greet clients, visitors, donors, job candidates, and other IRC stakeholders at front desk with a high degree of professionalism. Coordinate volunteer or staff coverage as needed to ensure consistent presence during business hours.
• Ensure coverage of general office line phone, direct calls appropriately, and follow up on promptly on voicemails.
• Maintain office reception, front desk, supply room, and shared conference areas to ensure they are consistently clean, well-stocked, and welcoming to all.

Facilities and Supply Chain
• Coordinate fleet management in accordance with established protocols.
• Coordinate on- and off-site storage needs, together with colleagues working on donations management and inventory.
• Manage Integra vendor creation and billing/invoices in coordination with Finance team.
• Support procurement and purchasing to meet ongoing operational needs.
• Order office supplies, equipment etc. in accordance with supply chain and financial compliance guidelines and coordinate servicing and repairs as needed.
• Manage equipment leases a coordinate repairs and improvements as needed.

Information Technology and Communications
• Serve as the office’s primary focal point for IT and communications infrastructure, hardware, and software matters.
• Work with regional and HQ IT team to address any internet or telecommunications service disruptions, liaising with local internet and telecommunications service providers.
• Support smooth functioning of office infrastructure including communications equipment and services.

Human Resources
• Complete I-9 verifications with new hires.
• Assist in gathering new employee paperwork, completing IT account requests, ordering IRC phones, allocating workspaces, assigning IT equipment, ensuring building access, and other employee lifecycle needs.
• Complete other recruitment and employee onboarding duties as requested by the Operations Manager.

Other
• Assist with planning and coordinating office events and meetings.
• Serve as the office’s back-up focal point for day-to-day S&S matters. Report S&S incidents involving covered persons in accordance with established protocols as needed to provide coverage when the Security Focal Point is unavailable.
• Collaborate with the Denver office’s Security Focal Point to organize a minimum of one emergency evacuation exercise at the office annually, and to prepare and present other appropriate trainings informed by Security Risk Assessment findings.
• Other duties as assigned.

KEY WORKING RELATIONSHIPS
Position Reports to: Operations Manager
Indirect Reporting: Executive Director, RAI Business Operations team; may supervise operations interns and volunteers

JOB REQUIREMENTS
• Undergraduate degree required; relevant work experience may be substituted.
• Two 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, PowerPoint); strong keyboarding and internet usage skills; database familiarity a plus.
• Tech savvy with ability to troubleshoot basic hardware and software issues.
• 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.

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 full vaccination against COVID-19 to be considered for this position.

WORK ENVIRONMENT
• At present, the IRC in Denver office is partially open. Hybrid remote/in-person work modifications are in place due to ensure staff and client safety given public health guidance related to the COVID-19 pandemic. Staff will be provided with IRC laptops and cell phones and must have access to a location with secure internet service where remote work can be performed according to the schedule negotiated with their supervisor.
• All staff are required to adhere to IRC’s COVID risk mitigation policies, which include but are not limited to masking, physical distancing, enhanced hygiene practices, symptom screening, and isolation and quarantine when needed. In some cases, these policies may be stricter than those imposed at the federal, state, or local level. 
• The IRC in Denver strives to offer a positive working environment, with intentional efforts to ensure that it is diverse, equitable, inclusive, and accessible for all. Staff are required to adhere to the values and principles outlined in IRC Way – Standards for Professional Conduct. These are Integrity, Service, Accountability, and Equality. In accordance with these values, the IRC operates under policies on Beneficiary Protection from Exploitation and Abuse, Child Safeguarding, Anti-Workplace Harassment, Respect at Work, Fiscal Integrity, and Anti-Retaliation. 
• This role entails periodic travel in and around the Denver metro area to attend meetings, carry out the responsibilities outlined above, and represent the IRC with donors, partners, and vendors.
• Hours outside of typical office hours, including weekends and evenings, are occasionally required.

COMPENSATION AND BENEFITS:
This position is a full-time, regular, position scheduled at 37.5 hours per week, classified as non-exempt and eligible for overtime under state and federal law. Starting compensation is $21.00-$23.00 per hour, or $40,950-$44,850 annualized, depending on experience and qualifications. As a regular, full-time employee, the Operations Specialist qualifies for the IRC’s phenomenal benefits package, which includes: 
• Generous paid time off with 20 days of paid vacation per year, 10 days of paid sick leave per year (not inclusive of paid COVID leave), and at least 9 paid holidays per year.
• Outstanding medical, dental, and vision care benefits with low employee premiums.
• Optional health care and dependent care flexible savings accounts and commuter benefits.
• Life, accident, short-term disability, and long-term disability insurance.
• Comprehensive parental and family leave benefits.
• A 403(b) retirement savings plan that offers generous employer contributions and a matching contribution program.
• A comprehensive employee assistance and resilience program.
• Business travel medical insurance, access to Guardian Nurses, and more.
   
In addition, the IRC in Denver actively promotes learning and growth for its team members, through staff development accounts that allow staff to engage in individualized goal-aligned professional development, access to a range of talent development offerings to build skills in a wide array of areas from humanitarian principles to management skills, and opportunities to lead and engage with colleagues from across the IRC through communities of practice, special assignments, and designated roles that represent the Denver office, whether here in the U.S. or globally.

We are an equal opportunity employer and value diversity at our company. We do not discriminate based on 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 at [email protected] to request an accommodation.

We do our best to provide you the most accurate info, but closing dates may be wrong on our site. Please check on the recruiting organization's page for the exact info. Candidates are responsible for complying with deadlines and are encouraged to submit applications well ahead.
Before applying, please make sure that you have read the requirements for the position and that you qualify.
Applications from non-qualifying applicants will most likely be discarded by the recruiting manager.
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