International Insitute of New England Hiring For Operations Administrator at Boston, MA, United States Full Time

Job Description

The mission of the International Institute of New England (IINE) is to create opportunities for refugees and immigrants to succeed through resettlement, education, career advancement and pathways to citizenship. One of the oldest and largest human services organizations for New Americans in the region, IINE serves more than 4,000 people each year in Boston and Lowell, Massachusetts, and Manchester, New Hampshire. Our programs include case management, youth and family services, English for Speakers of Other Languages (ESOL), employment and skills training, and immigration legal services.

A dynamic, forward-looking, and rapidly growing non-profit organization, we seek well-qualified, solutions-focused candidates who are experts in their respective fields. Successful candidates will join a committed team of professional staff and volunteers who are devoted to welcoming and serving new Americans.

Overview
The Operations Administrator plays a crucial role in ensuring the smooth and efficient functioning of IINE’s day-to-day operations and involves coordinating various cross-departmental and cross-site administrative and operational tasks. In addition, the Operations Administrator also serves as the Central Office Administrator, supporting Central Office staff members and the Unaccompanied Children Program staff members with their operational and administrative needs. This role requires a proactive and adaptable individual who can handle a range of tasks and responsibilities to support the organization with its evolving needs, and who is able to collaborate across departments and sites.

Position: Operations Administrator

• Department: Operations
• s to: Chief Operating Officer
• Supervises: N/A
• Status: Non-Exempt, Full-Time
• Location: Boston, MA
• Pay: $24/hour

Benefits:

Full-time employees will be eligible for all benefits including Personal Time Off (PTO), sick days, and twelve paid holidays. You may participate in all benefit programs that IINE establishes and makes available to eligible employees, under (and subject to all provisions of) the plan documents that govern those programs. Currently, IINE offers medical, dental and vision. Company-paid life insurance, company-paid short-term disability (STD), long term disability (LTD), accidental death and dismemberment and disability coverage, Flexible Spending Accounts (FSA), other benefits including 403(b) with company match plan(s) pursuant to the terms and conditions of company policy and the 403(b)-plan document. Other perks such as discounts through our vision plan, fitness reimbursement and more.

Responsibilities
Operations Team administration

• Support the build-out and maintain the org-wide SOP library in coordination with all departments.
• Maintain accurate and up-to-date fixed asset inventories for all sites in coordination with site office managers.
• Maintain accurate and up-to-date Staff Directories and Org Charts in coordination with the HR department.
• Maintain accurate and up-to-date Salesforce staff information.
• Maintain an accurate and up-to-date vendor directory and library.
• Update as needed Operations Department Standard Operating Procedures and guidelines such as the Office Administrator Operations binders, Purchasing Guide, SOP library management, and more.
• Review operations invoices for accuracy and submit to Budget Holder for approval.
• Support the filing and renewal of IINE’s insurance policies, certificates, and licenses.
• Support audits of operations systems and procedures.
• Support and coordinate staff meetings and events as needed.
• Provide administrative support for the Operations team in various ad-hoc projects.
• Identify opportunities for process optimization and efficiency enhancements and suggest and implement administrative and operational improvements.

Central Office Management

• Onboard, orient and train new and current Central Office staff members in operational procedures and use of office equipment and ensure new staff members have appropriate technology and workspaces.
• Manage the administrative needs of Central Office and UC Team employees, purchasing and sending (as needed) office supplies, business cards, and ID badges.
• Coordinate Central Office events, processing catering orders as requested and preparing appropriate spaces.
• Ensure Central Office spaces are tidy and well maintained, including board and conference room and kitchen, in collaboration with the Boston Office Administrator.
• Support site office administrators during times of higher need and when backup is needed.
• Identify opportunities for process optimization and efficiency enhancements and suggest and implement administrative and operational improvements.
• Perform all other duties as assigned.

Required Skills/Abilities

• High degree of professionalism in dealing with diverse groups of people, including senior executives, staff from diverse backgrounds, and community leaders.
• Ability to maintain a high level of integrity and discretion in handling sensitive and confidential information.
• Attention to detail and a high level of accuracy.
• Strong organizational skills and an ability to perform and prioritize multiple tasks.
• A problem-solving mindset, ability to think out of the box and initiate procedural changes and improvements.
• Demonstrated ability to work in a team with a desire to support the overall success of IINE.
• Excellent written and oral communications skills.
• Excellent interpersonal skills.
• Proficient in Microsoft Office (Outlook, Word, Excel, and Power Point) and Adobe Acrobat is required; experience in Salesforce preferred.

Education & Experience

• Bachelor’s Degree preferred.
• A minimum of three years in operational support or similar work preferred.

Work Environment Conditions

• On occasion, this position is expected to travel to other IINE office locations.
• Some flexibility is required to coordinate events outside regular operating hours.
• Must be willing to work in-person at the Central/Boston office for at least three days per week.
• Requires occasional night and weekend events and work.
• Requires office work.

Physical Demands

• May require occasional lifting of materials (boxes, equipment for events, etc.) of up to 50 pounds.
• Requires sitting (or standing) at a desk for long periods of time; office setting has bright lights.
• Requires driving to and from IINE offices as needed.

Covid-19 Policy

IINE does not require applicants for most positions to show proof of Covid-19. Some federal contracts, however, require IINE staff to show proof of Covid-19 vaccination, and some immigration status adjustments, such as a Green Card, require proof of Covid-19 vaccination as well. Consequently, for some positions, IINE staff may be required to show proof of vaccination, and in others, IINE staff will be supporting clients who are required by law to have proof of vaccination in order to adjust their status in the United States.

US Work Eligibility Notice

This position requires lawful authorization to work in the United States, and IINE is unable to provide visa sponsorship in connection with this

International Insitute of New England