Operations Specialist

BACKGROUND: IRC RAI in New York and New Jersey helps refugees, immigrants, and other community members achieve thriving, self-sufficient lives through a continuum of programs and services including refugee resettlement; immigration legal assistance; education and learning; health and wellness; and economic empowerment.

SCOPE OF WORK: The Operations Specialist supports operations and administrative functions, resulting in an efficient, well-functioning, and compliant environment for staff, clients, and partners. This position requires strong organization, creative problem-solving, personal initiative, and the ability to work well in a distributed, multicultural, fast-paced environment.

MAJOR RESPONSIBILITIES:

The Operations Specialist will support day-to-day information technology, supply chain, facilities management, and safety and security needs in collaboration with the unit’s Operations Coordinator. Main responsibilities include:

• Support the management of IT and communications infrastructure, including proper tracking and communication of hardware and software-related matters
• Serve as the office's first contact point for IT and communications equipment support, basic troubleshooting, and critical issues
• Educate staff about IT support resources, including appropriate channels for incident reporting
• Address any Internet or telecommunications service disruptions, liaising with local Internet and telecommunications service providers
• Order supplies and equipment by supply chain and financial compliance guidelines and coordinate servicing and repairs as needed
• Support office inventory needs, including cash-in-kind (CIK), via day-to-day storage, tracking, and reporting
• Coordinate on- and off-site storage needs
• Facilitate smooth functioning of office infrastructure, including communications equipment and services, allocation of workspaces, and employee office access
• Support front desk and administrative functions and visitor management
• Assist with planning and coordinating office events and meetings
• Address immediate safety and security concerns and incident management by established protocols
• Assist in developing and implementing office-specific safety and security resources, including providing briefings to new staff members.

JOB REQUIREMENTS:

• Bachelor’s degree preferred
• One or more years of work experience in office administration, facilities management, procurement, or related field preferred.
• Proficiency in English with excellent verbal and written communication skills required
• Strong organizational and time-management skills; proven ability to prioritize and deliver on time in a demanding, fast-paced environment.
• Demonstrated problem-solving and follow-through ability and successfully handled multiple and diverse priorities.
• Strong analytic problem-solving skills with attention to detail.
• Ability to troubleshoot fundamental IT issues.
• Ability to work effectively in a dynamic, cross-functional team structure and with collaborators at all levels.
• Capacity to manage and work through change  proactively and positively.
• Desire to work as a team member and in a multicultural workplace.
• Highly proficient in Microsoft Office suite.

WORKING ENVIRONMENT: Standard office working environment in Elizabeth, New Jersey, with occasional travel to New York City location.