Office Manager

Office Manager
Professional
Colchester, Vermont, US
Requisition ID: 1541

The U.S. Committee for Refugees and Immigrants (USCRI) supports people who have lost or left their homes due to forcible displacement. For over 100 years, the unwavering commitment of our leadership, team, network of service providers, and advocates has helped redirect the destiny of countless vulnerable lives. In neighborhoods, in Vermont, and around the world, we break down barriers and demand justice for refugees and immigrants as they successfully integrate into new communities. We provide essential social and legal services to rebuild productive lives, turning tragedy into prosperity. We are a purpose driven organization with a mission to protect the rights and address the needs of persons in forced or voluntary migration worldwide and supporting their transition to a dignified life. To learn more about our work, please visit our website at www.refugees.org.

OVERVIEW

The Office Manager will manage the day-to-day administrative operations of USCRI’s Vermont field office, supporting essential public connections between USCRI, USCRI clients, and the community. Additionally, they will manage and maintain the reception area of the office and serve as the first point of contact to ensure clients, customers, well-wishers, donors, visitors, and guests are welcomed and served in a timely, positive, and pleasant manner. The ideal office manager will be able to deal with emergencies efficiently, streamline office operations and coordinate all front desk activity. This position requires the ability to think critically and work independently, prioritize conflicting needs, handle matters expeditiously and proactively, and follow through on projects to their successful completion, within strict deadlines. The office manager will strive to execute all administrative tasks to the highest standard of quality This position reports to the Field Office Director.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Customer Service:

• Managing the reception area and waiting room, maintaining a clean and welcoming environment
• Opening and closing the office reception area
• Greeting and directing all incoming visitors and clients and responding to questions
• Answering/transferring phone calls, taking messages, handling/distributing mail, responding to/forwarding e-mail messages

Notary public:

• Notarial services

Administrative Support:

• Supporting staff in a timely and proactive manner with their administrative needs including obtaining essential office supplies, name cards and USCRI ID badges
• Supporting programs, including preparing new case files and program forms and documents (hard copy and electronic)
• Managing staff supplies and cleaning supplies closets
• Ordering office and cleaning supplies
• Independently managing building operations including liaising with janitorial staff, property managers and vendors
• Creating and posting office signs as appropriate
• Ensuring the office building is in compliance with organizational, state and national safety codes and standards of practice.

Human Resources Support:

• Administering background checks for volunteers and interns
• Assisting with on-boarding new hires including conducting reference checks, new hire paperwork, orientation to office procedures
• Liaising with USCRI HR and Operations and maintaining good working relations in order to support staff.

Language Access Support:

• Under the direct supervision of the Language Access Program Manager the Office Manager will support the Language Access Program in the following manner:
• Accurately enter interpretation requests and schedule and assign interpreters.
• Liaise with and support interpreters, print out task forms and distribute reimbursements.
• Liaise with customers seeking interpretation and translation services.
• Assist and support walk in customers seeking interpretation and translation services
• Prepare ID badges for all interpreters.

Immigration Service Support:

• Providing assistance with immigration clinic scheduling/preparation activities and assisting clients in identifying the appropriate immigration processes and forms.
• Other duties as assigned by the Director.
• All the above duties and responsibilities are essential job functions subject to reasonable accommodation.
• Job duties indicated is not an exhaustive statement and other job-related duties may be assigned as required by the supervisor(s).

COMPETENCIES

PROFESSIONALISM: Knowledge of and exposure to other cultures and differing world views. Ability to evaluate and integrate information quickly. Show pride in work and in achievements; demonstrate professional competence and mastery of English and preferably another language; is conscientious and efficient in meeting commitments, observing deadlines and achieving necessary results; is motivated by professional rather than personal concerns; shows persistence when faced with difficult problems or challenges; remains calm in stressful situations and effectively communicates with the supervisor(s) and leadership team.

TEAMWORK: Works collaboratively with colleagues to achieve organizational goals, solicits input by genuinely valuing other’s ideas and expertise; is willing to learn from others; places team agenda before personal agenda and remains in close communication with all staff to ensure the office runs in a smooth and efficient manner.

POSITION REQUIREMENTS

• A bachelor’s degree in a relevant field or five years of experience in office administration/management preferred.
• Solid written and oral English communication skills required; bilingual English and Arabic, French, Kinyarwanda, Kiswahili, or Somali is desired.
• Excellent interpersonal skills, pleasant diplomatic manner, attention to detail, and accuracy.
• Thorough understanding of, or ability to quickly learn: the office equipment; recordkeeping systems; SharePoint, Outlook, Word, Excel, and Zoom computer applications.
• Excellent time-management and organizational skills; ability to work as a team member and independently, with a high level of self-motivation and ability to multitask and meet goals and deadlines in a fast-paced environment.
• Demonstrated commitment to the mission of USCRI and assisting refugees, social service partners, and the public.

TRAINING REQUIREMENTS

• Satisfactory completion of USCRI’s Orientation and Training including training designated mandatory by the Language Access Program Manager.
• Complete additional training as identified by supervisor(s) or Human Resources.

PHYSICAL DEMANDS

• Use of manual dexterity, tactile, visual, and audio acuity.
• Use of repetitive motion, prolonged periods of sitting and standing, and sustained visual and mental applications and demands.
• Occasional lifting (up to 25 pounds), bending, pulling, and carrying

COVID vaccination is mandatory.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

ADDITIONAL NOTES

Please submit a resume with a cover letter describing your interest and qualifications with your application. References will be required at the time of the final interview. No telephone calls please. Position will remain open until filled.

EQUAL EMPLOYMENT OPPORTUNITY

U.S. Committee for Refugees and Immigrants is an equal opportunity employer. We maintain a policy of equal employment opportunity without regard to race, color, national origin, ancestry, religion, sex, sexual orientation, gender identity, domestic partnership status, marital status, physical or mental disability, AIDS/HIV status, age, political affiliation, genetic information, veteran status or any other characteristic protected by applicable law.