Administrative Assistant

The International Rescue Committee (IRC) responds to the world's worst humanitarian crises, helping to restore health, safety, education, economic wellbeing, and power to people devastated by conflict and disaster. Founded in 1933 at the call of Albert Einstein, the IRC is one of the world's largest international humanitarian non-governmental organizations (INGO), at work in more than 40 countries and 29 U.S. cities helping people to survive, reclaim control of their future and strengthen their communities. A force for humanity, IRC employees deliver lasting impact by restoring safety, dignity and hope to millions. If you're a solutions-driven, passionate change-maker, come join us in positively impacting the lives of millions of people world-wide for a better future.

This position is represented by the OPEIU union and subject to the terms and conditions of a collective bargaining agreement. 

SCOPE OF WORK: The Administrative Assistant is responsible for both receptionist services and administrative duties for the IRC in the New Jersey office.

MAJOR RESPONSIBILITIES:

• Greet visitors, ascertain their needs, answer basic questions, and direct them to the appropriate staff person or department.  Manage the flow of visitors during peak periods such as open office hours. 

• Answer and direct incoming telephone calls.  Take messages and answer basic questions.

• Assist with safety and security measures as required.

• Order and maintain stock of needed office supplies.  Review inventory and monitor prices.

• Maintain office equipment including copier, fax, printer, scanner, and projector in good working order.  Arrange for maintenance and repair as needed.

• Maintain donations inventory.

• Responsible for making ID badges and maintaining office photo lists.

  - Ensure new staff and interns have access to ID cards, swipe cards, and office keys.
  - Coordinate calendaring and use of shared spaces such as conference rooms and classrooms.

• Receive and distribute mail.  Process outgoing mail and deposit it in the mailbox on a daily basis.

• Comply with agency policies and protocol.

• Other tasks and projects as directed by the supervisor.

Key Working Relationships:

Position Reports to:  Operations Manager

JOB REQUIREMENTS:

• High school diploma required; some university education preferred

• Fluency in English with strong verbal and written communication skills required

• Fluency in Spanish is strongly preferred. The ability to speak additional languages common among IRC clients is a plus; especially Haitian Creole and French

• Demonstrated proficiency with Microsoft Office programs including Excel, Word, and Outlook

• Must be well-organized, reliable, professional, detail-oriented and flexible

• Desire to work as a team member and in a multicultural workplace

• US work authorization

Working Environment: This is a short-term, part-time position. The employee will work 15 hours a week, on Tuesdays and Thursdays, 9:00 am – 5:00 pm with a 30-minute lunch break.
Standard office environment: Position is fully in-person.

This position is expected to end on 30 September 2026.

Compensation: ($23.50 – $24.75/hr.) 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
 

US Benefits: We offer a comprehensive and highly competitive set of benefits. In the US, these include: 10 sick days, 10 US holidays, 20-25 paid time off days depending on role and tenure, medical insurance starting at $143 per month, dental starting at $6.50 per month, and vision starting at $5 per month, FSA for healthcare and commuter costs, a 403b retirement savings plans with immediately vested matching, disability & life insurance, and an Employee Assistance Program which is available to our staff and their families to support counseling and care in times of crisis and mental health struggles.

PROFESSIONAL STANDARDS

All International Rescue Committee workers must adhere to the core values and principles outlined in IRC Way - Standards for Professional Conduct. Our Standards are Integrity, Service, Equality and Accountability. In accordance with these values, the IRC operates and enforces policies on Safeguarding, Conflicts of Interest, Fiscal Integrity, and Reporting Wrongdoing and Protection from Retaliation. IRC is committed to take all necessary preventive measures and create an environment where people feel safe, and to take all necessary actions and corrective measures when harm occurs. IRC builds teams of professionals who promote critical reflection, power sharing, debate, and objectivity to deliver the best possible services to our clients.

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US Benefits: We offer a comprehensive and highly competitive set of benefits. In the US, these include: 10 sick days, 10 US holidays, 20-25 paid time off days depending on role and tenure, medical insurance starting at $163 per month, dental starting at $6.50 per month, and vision starting at $5 per month, FSA for healthcare and commuter costs, a 403b retirement savings plans with immediately vested matching, disability & life insurance, and an Employee Assistance Program which is available to our staff and their families to support counseling and care in times of crisis and mental health struggles.

Equal Opportunity Employer: IRC is an Equal Opportunity Employer. IRC considers all applicants on the basis of merit without regard to race, sex, color, national origin, religion, sexual orientation, age, marital status, veteran status, disability or any other characteristic protected by applicable law.