Overview
The Administrative Assistant is responsible for providing administrative support to the Director to support the success of the Unaccompanied Children’s Program.
The Administrative Assistant is responsible for providing administrative support to the Director to support the success of the Unaccompanied Children’s Program.
Position: Administrative Assistant
Responsibilities
Assist with administrative tasks related to staff management.
Receive, review and submit for approval UCP staff reimbursements.
Assist with employee onboarding.
Collaborate with HR team in hiring process, including coordination of onboarding for new hires.
Assist in creating and updating step-by-step guides for new staff.
Serve as a backup to the Director in representing the organization at career fairs, cultural festivals, and any other IINE-sponsored or community events.
Responsible for maintaining and responding to UCP staff inquiries appropriately and in a timely manner, escalating to the Director as needed.
Create and send out calendar invites for UCP team meetings, and annual meetings between the director and each team member.
Book training rooms for in-person office day for Boston based team members and ensure a physical location for in-person NY based team members.
Record meeting minutes for UCP Regional Supervisor meetings.
Maintain updated UCP training rosters and database of available PD trainings.
Assist in preparing required UCP data/reporting for grants.
Assist the UCP team with reports and presentations.
Update organizational charts and other internal documents.
Track expiration and renewal of CPR and other staff documents.
Create and share birthday cards for UCP staff.
Create and send UCP Newsletter every month.
Assist in maintaining accurate data in ADP, ClearCompany, SharePoint.
Prepare and review all Administrative Assistant SOPs as needed.
Book hotel and flights for staff and communicate with hotel and airlines as needed.
Provide receipts of all purchases made with Divvy card to director and upload them to Bill.com in timely manner.
Order food for team meetings as needed.
Perform all other duties assigned by supervisor.
Required Skills/Abilities
Bilingual Spanish/English proficiency
Strong oral and written communication skills
High degree of diplomacy and confidentiality required
Strong organizational skills and attention to detail
Ability to multitask and prioritize competing tasks
Strong sense of professionalism and ability to communicate with internal and external stakeholders at all levels of organization
Proficient with Microsoft Office Suite
Commitment to the mission of serving immigrants and refugees
Education & Experience
Associate’s Degree
At least two years of administrative experience
Work Environment
Working from home (remote work)
Occasional travel to the Boston office (2x/mo) or for all staff events.
Exposure to bright, overhead office lighting, use of office technology such as laptops, printers, mail machines, and other in-office equipment.
Physical Demands
Occasional lifting, pushing, and pulling materials (boxes, equipment) of 50 pounds or more.
Continuous sitting (or standing) at a desk for long periods of time.
Occasional driving to and from IINE offices as needed.
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