Office Administrator

Description: About Tahirih: The Tahirih Justice Center is a national, nonprofit organization that serves women, girls, and other immigrant survivors fleeing gender-based violence. Our interdisciplinary, trauma-informed model of service combines free legal and social services with bridge-building policy advocacy and research-based training and education. Our programs efficiently and effectively leverage donated professional services from a vast network of attorneys, medical professionals, and other experts to serve as many immigrant survivors as possible. By amplifying the experiences of survivors in communities, courts, and Congress, Tahirih’s mission is to create a world in which all people share equal rights and live-in safety and with dignity. [Learn more about Tahirih’s Values, including our Commitment to Anti-Racism].
The Office Administrator provides critical support to the Houston team, while ensuring compliance with the organization’s policies and procedures.
PRIMARY RESPONSIBILITIES:
Office Administration and Operations Support (35%)

• Lead the handling of incoming calls while making sure every caller receives a call back within 24 hours.
• Serve as local first point of contact for vendors (Cerium, Envoi, Accesso, Kastle, Alpha Graphics, etc.).
• Submit Work Orders to Accesso Services through their maintenance tenant portal when needed.
• Support office compliance with organizational Safety & Security policies and procedures which includes, but is not limited to issuing access cards, cheat sheets, phone tree, VPN access and emergency procedures.
• Participate in specific Operation related initiatives or projects such as the Centralized Call Answering design, Listen 4 Good Client Survey, office expansions or remodels and others.
• Participate in the monthly Office Administrators meeting to strengthen coordination and communication between offices.
• Serve as local approver for Client Fund Requests in absence of Client Services Co-Director and coordinate money disbursements.
• Assist in scheduling wide office meetings and gather supplies for staff meetings.
• Keep hard keys and IT local inventory (phones, keyboards, projector, etc.)
• Act as gate keeper by assisting clients, guests, and staff with IT needs in the office common areas.
• Provide notarization services for clients when requested by legal team.
• Greet visitors (clients, volunteers, vendors, or guests) and assist with their needs.
• Along with volunteers, keep donations organized and accessible, maintain storage room and common areas organized.
• Maintain office supply inventory and place orders.

Human Resources Administration Processes (15%)

• Staff, intern, or fellow on-boarding coordination with local management team and National Operations team which includes set up of physical space, IT supplies, training coordination and office related materials.
• Staff, intern, or fellow departure coordination with local management team and National Operations team which includes equipment return and goodbye.
• Assist with recruiting process by scheduling or participating in the interview process when invited.
• Schedule welcome brown bags and monthly birthdays celebration while keeping list up to date.
• Assist with background check processes for un-paid interns and volunteers.
• Assign monthly cleaning duties (including, but not limited to the break room) and maintain staff bulletin boards.

Finance Administration Processes (15%)

• Support office compliance with organizational financial policies and procedures.
• Reconcile invoices and receipts for all Tahirih Houston Credit Cards.
• Respond to any local Cash/Check/Money Order request from staff; follow up for Director’s approval and coordinate with National Finance team if necessary.
• Control all finance related forms, passwords, and local accounts.
• Facilitate vendor payment through the Anybill portal.
• Management and disbursement of specific grants such as BP’s annual give and other specific donations.

Client Services (25%)

• Answer client phone calls, follow eligibility screening, and add clients into TIO.

Deputy Director & Executive Director Support (10%)

• Provide Administrative support to the Executive Director & Deputy Director with trainings, specific projects, tasks, or outreach events.
• Meet weekly or bi-weekly with Executive Director.

Professional Development (5%)

• Identify and engage in relevant professional development opportunities

. Requirements: Minimum Qualifications:

• Minimum of 2-years experience providing administrative support
• Minimum 1 year of data entry/database experience
• Fluency in Spanish is a requirement (French and/or Arabic language ability desirable)
• Technically proficient with mobile, telecom, computers to troubleshooting issues effectively.
• Proficiency in Microsoft applications including Work, Excel, PowerPoint, and Outlook
• Customer-service focused with a calm, courteous, and attentive professional demeanor
• Strong communication skills, both written and oral
• Highly organized, with the capacity to quickly problem solve and enhance office efficiency
• Ability to set priorities and manage multiple projects in a fast-paced environment
• Detail oriented and a team player
• Willingness to travel to the Falls Church, VA, office from time to time for trainings and meetings

Additional Desired Qualifications:

• Experience working with trauma survivors
• Experience working with immigrant communities
• Experience working with issues of domestic violence, human trafficking, and international women’s rights

Annual salary and benefits: The salary range for this role is expected to be $40,00 – $50,000 per year, with actual salary commensurate with experience. Generous benefits include employee and dependent health, vision and dental insurance (Tahirih contributes 100% of the premium for employees and 60% for dependents); a 401(k) defined contribution retirement plan; flexible work schedules; professional development including in-house training programs, staff enrichment retreats and other growth opportunities. Employees have a generous self-managed leave benefit inclusive of vacation, sick and holidays, including office closure the week between Christmas and New Year’s.
Submissions: Please include a cover letter, resume, and a list of three references.
Please note: Candidates must be authorized to work in the United States.
Tahirih Justice Center is committed to equal opportunity and promotes equity and transparency as core values. Tahirih practices inclusiveness in decision making through the use of consultation with employees throughout the organization. Tahirih does not discriminate against any person on the basis of actual or perceived race, color, religion, national origin, ancestry, citizenship status, age, ability, gender, marital status, veteran status, sexual orientation, genetic information, arrest record or any other characteristic protected by applicable federal, state or local laws. Applicants committed to equity from all backgrounds, experiences, abilities and identities, and in particular those from underrepresented communities are encouraged to apply.

Job Type: Full-time

Work Location:

• One location

Work Remotely:

• Temporarily due to COVID-19

Work Location: One location