Office Administrator

Position Summary and Purpose

The Office Administrator is primarily responsible for managing day-to-day office operations, completing administrative tasks, and ensuring the office runs smoothly. Acts as the main point of contact for office administration and administrative support to the Directors. Collaborates closely with the Headquarters and field staff through a variety of tasks and activities.

Responsibilities and Essential Functions

1. Reception Desk: Acts as point of contact for all staff, guests and visitors ensuring friendly and professional acknowledgment and efficient handling of activity; effectively manages door traffic and knows in-office presence of staff; provides customer service, responds to and serves as the gatekeeper via phone and email for inquiries of staff, guests and visitors.
2. Office & Supplies: Monitors, orders, organizes, and maintains control of all Headquarters office, kitchen, and apartment equipment, furniture and supplies as needed; maintains inventory of USPS and FedEx mailing supplies; works closely with Donor Services Assistant regarding supplies, when needed.
3. Office Administration, IT, and Telecomm Support: Coordinates the process of document storage at the IOCC storage facility, office equipment acquisition and maintenance with vendors; liaises with property manager and management of the overall organization of the HQ office, and IOCC rental apartment; manages HQ phone system and cell phone service; oversees kitchen cleaning and recycling rotation schedules; offers discreet support and management of specific items or tasks as requested by the executive team or the Sr. Project Coordinator; serves as primary contact for help desk tickets and serves as liaison with IT Consultant regarding equipment and technology needs.
4. Filing, Information Coordination and Communication: Facilitates all incoming calls and emails professionally using approved language and sends sensitive subjects to the Communications department for review; oversees, distributes and maintains all incoming correspondence including email, postal mail, and fax; prepares phone extension list; oversees and prepares outgoing mail and packages for all departments, including inbound and outbound packages between HQ and field; maintains and distributes monthly global staff lists.
5. Calendar and Travel Coordination: Assists with travel arrangements for the Directors, Headquarters staff, visiting field office staff and other business associates, when needed, including coordination with field offices; handles all travel related visas; supports and handles car transportation needs; management of the off-site apartment including the coordination of calendars for IOCC apartment usage and/or hotels for visiting HQ staff.
6. Administrative Tasks: Handles office purchases, including research and documentation (ie: purchase orders, expense reports), deposits donations; maintains cash receipts journal; mails accounts payable checks according to procedures; maintains selected online subscriptions; handles all vetting requests for IOCC field offices and HQ vendors; supports Human Resources with creating new hire access and setups; writes and completes simple correspondence for Directors; handles the apostilling of documents; serves as a back-up for selective tasks for the Senior Project Coordinator, when requested.

Minimally Required Knowledge, Skills, and Abilities

• Organization, Planning and Multi-tasking: Well organized; ability to maintain office orderliness; proven ability to set priorities, meet tight deadlines and multi-task with minimal supervision; proven ability to coordinate multiple activities quickly and efficiently; ability to observe standard office policies and procedures.
• Self-Management and Teamwork: Ability to work independently or as a member of the team; ability to be detailed-oriented and consistently accurate; ability to manage stress effectively in a fast-paced and changing environment and contribute to problem-solving; and ability to quickly learn and fully support old and new systems, processes and procedures.
• Relationship Management: Interpersonal skills and ability to collaborate well with others; sensitivity to cultural conditions, church practices and hierarchy.
• Communication: Proficient oral and written skills using different forms of media; professional telephone etiquette; provides continuous proactive verbal and/or written status updates of tasks.
• Software Applications and Telephone: Advanced knowledge of Microsoft Office applications, intermediate IT troubleshooting knowledge; competent in internet applications and other programs; effective telephone management and multi-line handling.
• Customer Service Skills: Proven customer service skills, for both internal and external customers at all levels.
• Confidentiality: Proven ability to maintain confidentiality on work-related issues and maintain a high degree of professional etiquette and decorum.

Minimally Required Education, Experience, and Training

• Associates degree and 5 years of related experience, OR
• Completion of a high school diploma plus 7 or more years of experience that yields the minimally required KSAs
• Experience working in a professional or corporate office environment

Physical Requirements and Working Environment

• Travel required: 10% or less
• Reliable transportation to drive for specific work tasks
• Full time in office work Monday – Friday
• Standard office environment
• Talking on the phone and using a computer and keyboard for long periods of time
• Frequent bending, kneeling, standing, sitting, lifting up to 25 lbs. and walking/standing for extended periods of time
• Dexterity to operate general office equipment
• Infrequent weekend and evening work may be required

Location

IOCC headquarters in Towson, Maryland. In-person position. Open to US residents only. Nothing in this job description restricts management’s right to assign or reassign duties and responsibilities to this job at any time.

Qualified applicants should email jobs@iocc.org with the position title in the subject line. Please attach your current resume to the email. Thank you.

IOCC is an equal opportunity employer.