Job Overview: The Administrative Assistant is responsible for both receptionist services and administrative duties for the IRC San Diego office.  Major Responsibilities: • Greet visitors, ascertain their needs, answer basic questions, and direct them to the appropriate staff person or department.  Manage flow of visitors during peak periods such as open office hours.  • Answer and direct incoming telephone calls for the San Diego office.  Take messages and answer basic questions.• Be knowledgeable on IRC San Diego programming.• Train, supervise and schedule volunteers to help support the front desk; • Maintain up-to-date information on front desk processes and procedures as well as lobby bulletin boards with up-to-date information/flyers, and a safe and clean reception area;• Be knowledgeable on IRC San Diego programming.• 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.• Review intern applications, complete interviews with candidates. Make recommendations to Operations Coordinator on intern selections and supervise onboarding and training.• Assists with ID badges and maintaining office photo lists.• Assist with Operations Coordinator with IT issues and other system equipment.  Monitor telephone system; update voice mail and extensions as needed for new staff and maintain office phone list.• Ensure new staff and interns have access to ID cards, swipe cards and office keys.• Receive and distribute mail.  Process outgoing mail and deposit in mailbox on daily basis.• Comply with agency policies and protocol.• Other tasks and projects as directed by supervisor.
Job Requirements: Education: High school diploma required; some university education preferred.
Demonstrated Skills & Competencies:• Fluent in English with strong verbal and written communication skills. Additional language capacity would be preferred. • 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.• Must have a valid driver’s license, active insurance policy, and access to reliable transportation.
Working Environment: • Standard office environment.• In person up to 20 hours per week.
Compensation: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.
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.#LI-DNI