Operations Coordinator

Overview

The Operations Coordinator is responsible for the coordination of operational functions of the Sacramento office and assistance with regional human resources, resulting in a well-functioning, compliant environment for staff, clients, and partners. They are the primary point of contact for various functional areas and oversee administrative tasks and procedures for the organization and ensure that the office operates efficiently and smoothly. The Operations Coordinator supervises the Operations Specialist and supports the Site Director with the administrative areas of the agency. This is a challenging position that requires strong organization, creative problem-solving, a high level of personal initiative, and the ability to work well in a distributed, multicultural, fast-paced environment. This position reports to the NorCal Operations Manager and Site Director.

Major Responsibilities:

Administrative

• Supervises the Operations Specialist position. Provides guidance on tasks, training, development and overall job expectation for the position. Completes job performance review.
• Provide other administrative support as necessary, including scheduling group meetings, maintaining calendars, doing research, and creating reports.
• Supports the Reception Desk at the Sacramento site by greeting visitors, answering phone calls when the Operations Specialist takes their breaks.
• Ensures IRC office policies are implemented appropriately.
• Assist with planning and coordinating office events and meetings.
• Supports onboarding new hires, including facilitating office orientation.

Safety and Security (S&S)

• Serve as the office’s primary focal point for day-to-day S&S matters.
• Coordinate immediate incident management including filing police reports. Report S&S incidents involving covered persons in accordance with established protocols.
• Develop office-specific S&S onboarding materials, ensuring the provision of S&S briefings to new staff and covered persons.
• 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.

Information Technology (IT)

• Serve as the office’s primary focal point for IT and communications infrastructure, hardware, and software matters.
• Educate staff about IT support resources, including appropriate channels for incident reporting.
• Work with regional and HQ IT team to address any internet or telecommunications service disruptions, liaising with local internet and telecommunications service providers.

Supply Chain

• Serve as primary point of contact for procurement and supply chain. Order supplies, equipment etc. in accordance with supply chain and financial compliance guidelines and coordinate servicing and repairs as needed.
• Manage Inventory and Assets, prepare monthly reconciliation for Finance
• Manage and maintain digital and physical files.
• Manage vendor billing/invoices in coordination with Finance team.
• Coordinate fleet management in accordance with established protocols.
• Coordinate on- and off-site storage needs.

Facility Management

• Manage office and equipment leases, coordinate repairs and improvements with property managers as needed.
• Coordinate the allocation of workspaces and support related employee lifecycle needs such as building access.
• Coordinates office moves and relocations.
• Support smooth functioning of office infrastructure including communications equipment and services.

Reception Management

• Manage reception area.
• Fill in for Operation Specialist during breaks and time off.
• Coordinate and refer walk-in clients to appropriate programs.
• Answer calls, manage general email account, and respond to walk-in inquiries.
• Other duties as assigned.

Key Working Relationships:

Position Reports to: NorCal Operations Manager

Indirect Reporting to: Site Director

Position Directly Supervises: Operations Specialist

Job Requirements:

Work Experience:

3 years demonstrated record of success in managing and improving the daily administrative functions of an organization.

Demonstrated Skills and Competencies:

• Highly organized self-starter with demonstrated problem-solving and follow-through ability, and proven success in managing multiple and diverse priorities under pressure.
• Strong analytic problem-solving skills with attention to detail.
• Ability to troubleshoot basic IT issues.
• Excellent verbal and written communication skills as well as an overall ability to be clear and concise in all communications.
• Strong organizational and time-management skills; proven ability to prioritize and deliver on time in a demanding, fast-paced environment.
• Ability to work both independently and in a dynamic, cross-functional global team structure.
• Highly proficient in Microsoft Office suite.
• Demonstrated ability to work effectively with stakeholders at all levels.
• Ability to manage and work through change in a proactive and positive manner.
• Ability to work some evenings and weekends as needed.

Education:

Bachelor’s degree or equivalent directly related experience required.

Language Skills:

Fluency in English required.

Preferred experience & skills:

Prior people management experience

Working Environment:

Standard office working environment

Posted pay ranges apply to US-based candidates. Ranges are based on various factors including the labor market, job type, internal equity, and budget. Exact offers are calibrated by work location, individual candidate experience and skills relative to the defined job requirements.

Gender Equality: IRC is committed to narrowing the gender gap in leadership positions. We offer benefits that provide an enabling environment for women to participate in our workforce including parental leave, gender-sensitive security protocols and other supportive benefits and allowances.

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.

US Benefits: The IRC offers a comprehensive and highly competitive set of benefits. All US employees are eligible for sick time, a 403b retirement savings plans: up to 4.5% immediately vested matching contribution, plus an 3-7% additional IRC contribution, and an Employee Assistance Program which is available to our staff and their families to support in times of crisis and mental health struggles.

In addition, full-time employees are eligible for 10 US paid holidays, 20-25 paid time off days, disability & life insurance, medical, dental, and vision insurance (employee contribution starting at $135, $7, and $5 per month respectively) and FSA for healthcare, childcare, and commuter costs. Part-time employees are eligible for a proportionate amount of paid time off. These additional benefits apply to employees who work at least 6 months within a 12-month time period.