Job Description

Administrative Assistant

The Administrative Assistant is responsible for providing administrative support to the Director to support the success of the Unaccompanied Children's Program.

Responsibilities include:

• 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 include:

• 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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