HR & Admin Coordinator
Sacramento (United States of America)
The HR and Admin Coordinator is a high-functioning and detail-oriented position, responsible for overseeing a wide range of human resources and administrative functions to support a welcoming, inclusive, and equitable office culture. The position will serve as a point of contact for staffing issues, while proactively planning trainings and events to support the learning and development of the IRC Sacramento staff. The position directly supervises the Administrative Specialist and Receptionist, and is responsible for ensuring the successful functioning of the office. As an HR focal point, the position will support the office with onboarding, new staff orientation, staff recognition and celebrations, employee relations, and implementation of the office DEI action plan. Additionally the role will lead office initiatives for Safety and Security, Diversity, Equity, Inclusion, and Belonging (DEIB), and will lead the office Happiness Committee, coordinating office wide events and celebrations. The position ensures the facilities and internal operations are managed according to approved systems and procedures, and supports the office Director with a range of HR and operational tasks and responsibilities. This position reports to the Sacramento Site Director, with a dotted line to the regional HR & Admin Manager.
Major Responsibilities (including but not limited to):
- Collaborate closely with the regional HR & Admin Manager on HR matters, including new hire setup, new hire orientation, on-boarding, performance management, and training.
- Under the direction of the regional HR & Admin Manager, support on matters of employee relations and career mobility.
- Support staff in accessing the employee assistance program, and other wellness supports, ensuring all staff know of available resources.
- Schedule celebratory activities or cards/gifts for work anniversaries, birthdays, weddings, graduations, and other life events.
- Ensure compliance with HR-related IRC policies and procedures and state-specific labor laws. Train hiring managers on best practices for equitable hiring and recruitment.
- Deliver new hire orientations on operational policies and procedures. Ensure standardized systems for onboarding and training, in conjunction with the region, including the development of standard operating procedures.
- Coordinate an office-wide training plan, staff professional development opportunities, in collaboration with the Site Director and Regional HR & Admin Manager.
- In collaboration with the regional HR & Admin Manager, coordinate HQ initiatives related to the IRC Way, Duty of Care, Safeguarding, Anti-Sexual Harassment, and related content.
- Support managers in aligning practices with IRC’s Diversity, Equity & Inclusion and Gender Equality initiatives and policies.
Safety & Security (S&S):
- Serve as the office primary focal point for day-to-day S&S matters.
- Responsible for the implementation and maintenance of all office S&S documentation.
- Organize all-staff S&S meetings at office or program site.
- Organize a minimum of one emergency evacuation exercise at office or program site level per year and other appropriate trainings informed by Security Risk Assessment findings.
- Cascade HQ and/or office security warnings and advisories to staff, interns, and volunteers as needed.
- Report all S&S incidents involving covered persons in accordance with established protocols.
- Coordinate immediate incident management including filing police reports.
- Build and maintain strong relationships with other S&S actors or stakeholders, including but not limited to community organizations and partners, authorities, security and rescue services, and property owners.
- Assist in the development of office-specific S&S onboarding materials, ensuring the provision of S&S briefings to new staff and covered persons.
Facilities Management and Supply Chain:
- Oversee the office’s procurement, asset and inventory management, vehicle fleet management and transportation, and warehousing in accordance with established organizational and donor requirements, through supervision of the Administrative Specialist and Receptionist.
- Maintain up-to-date supplier and service provider records. Maintain asset register and inventory lists. Establish and manage inventory control for office supplies, stationery, and other consumables.
- Manage office and equipment leases, coordinate repairs and improvements with property managers, and lead the procurement of office equipment.
- Coordinate the allocation of workspaces and support related employee lifecycle needs such as building access.
- Support smooth functioning of office infrastructure including communications equipment and services.
- Assist with planning and coordinating office events and meetings, including World Refugee Day.
- Responsible for coordinating on- and off-site storage needs.
- Undergraduate degree in business, non-profit management, public administration, or others related field preferred.
- At least four years of related professional experience; preferably with refugee services and in a non-profit or social service environment.
- Experience supervising staff preferred.
- Self-directed and strong attention to detail.
- Demonstrated ability to work with deadlines and lead multiple priorities in a fast-paced environment.
- Good interpersonal communication skills and ability to effectively work in a multi-cultural work environment.
- Knowledge of state and federal donor compliance regulations is a strong plus.
- Fluency in English, written and spoken.
- Ability to present to groups in a professional manner.
- A combination of standard office environment, remote work, and ‘field’ time within the service delivery area to perform the above outlined responsibilities.
- May require occasional weekend and/or evening work.
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 vaccination against COVID-19 in order to be considered for this position.
Commitment to Diversity and Inclusivity: IRC is committed to building a diverse organization and a climate of inclusivity. We strongly encourage applications from candidates who can demonstrate that they can contribute to this goal.
Equal Opportunity Employer: We are an equal opportunity employer and value diversity at our company. We do not discriminate on the basis of 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 to request accommodation.