Office and Volunteer Coordinator (IINE-Manchester)

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The International Institute of New England, a nongovernmental, not-for-profit, New England-based organization dedicated to addressing the needs and rights of refugees and immigrants, is seeking an Office and Volunteer Coordinator for its Manchester, New Hampshire office.

A dynamic, forward-looking, smart and rapidly growing non-profit organization, we seek well-qualified, solutions-focused candidates who are experts in their respective fields. Candidates need to approach issues creatively and thoughtfully. In addition, all candidates should possess the following set of qualifications:

  • Excellent verbal and oral communication skills
  • Excellent organizational and time management skills
  • Detail-oriented, able to multitask and meet deadlines
  • Self-motivated, able to work in a team and independently

Reports to:New Hampshire Site Director
Supervision:N/A
Salary Grade:3
Status: Non-exempt

Overview:

The NH Office Manager has overall responsibility for the facility that houses the International Institute of New Hampshire and provides administrative support to the operation of IINH, and manages the front desk.

Qualifications:

  • Bachelor's degree or equivalent.
  • At least two years of previous experience in office management.
  • At least two years of switchboard experience.
  • Initiative.
  • Leadership.
  • Time Management.
  • Decision Making.
  • Communication Proficiency.
  • Organization Skills
  • Working knowledge of mail processes such as postage machine, FedEx and UPS.
  • Ability to stand; walk; use hands to finger, handle or feel; and reach with hands and arms
  • The ability to occasionally lift office products and supplies, up to 20 pounds

Duties and Responsibilities:

FRONT DESK

  • Create a professional and friendly atmosphere for all staff, clients, and visitors.
  • Manage the opening and closing of the site daily, coordinating with the Evening ESOL staff to ensure appropriate closure of the office.
  • Manage and triage daily voicemails and emails in the general account.(Hired FD person)
  • Actively greet people visiting the office. Determine the purpose of their visit and direct them to the proper place. (FD person)
  • Answer and route a high volume of phone calls; take accurate messages, and screen calls for Site and Administrative Directors. (FD person)
  • Refer to staff calendars on outlook to ensure prompt responses to phone calls from clients and providers who help serve our clients.
  • Provide accurate, service-oriented responses to a wide variety of inquiries, both in person and via phone, while maintaining Institute standards and confidentiality policies. Refer to manuals, calendars, and the database to answer client and visitor questions.
  • Provide information to the public about the organization, its mission, and its services.
  • Track all non-clients service requests in designated database.
  • Maintain the Reception Binder and have appropriate materials on hand for all clients and visitors.
  • Ensure that the reception area, conference rooms, and common areas are clean, organized, and uncluttered.
  • Orient and train new staff and interns in office procedures and use of office equipment, including front desk coverage.
  • Schedule coverage for own lunch breaks and absences.

ADMINISTRATIVE MANAGEMENT

  • Maintain the NH site program schedule.
  • Coordinate administrative purchases for IINH in consultation with the IINE Operations and Human Resources Coordinator.
  • Review and distribute incoming mail, packages, and faxes; handle all outgoing mail and packages.
  • Check the fax machine at day's end and distribute or discard any remaining faxes, and review and distribute any other printed materials that have not been collected by the end of the day.
  • Inventory beverage, office, and computer supplies; order when stock is low, assigning purchases to the appropriate contract or program.
  • Ensure interns/volunteers sign in/out daily; email tracked hours monthly to the Development office.
  • Receive, maintain, and distribute in-kind goods and services, email reports on each to the Development office as they are received, and coordinate with the Development Office on the execution of thank you notes to each donor.
  • Update and distribute the Employee Directory and Staff Language List monthly to all staff members.
  • Assist with meetings and events; process party and lunch catering orders as requested. Help set-up and break down rooms for events.
  • Provide other clerical/administrative tasks and special projects as needed.
  • Work with the Site Director and IINE leadership to ensure that all employees are alerted about winter and other weather-related closings.
  • At the direction of the Site Director, post open position openings on job sites and the IINE website, continuously looking for new places to search for qualified candidates.
  • Support project-based data entry as requested.

FACILITIES MANAGEMENT

  • Serve as the primary point of contact on all facilities issues related to the International Institute of New England and its Boston site.
  • Ensure that any documents or certifications related to the Institute's occupancy of 1850 Elm are current.
  • Work directly with vendors and contractors, either by telephone, email or fax, with immediate response time on all inquiries and requests; handle and resolve inquires by obtaining and evaluating all relevant information to direct the issue to the proper resource.
  • Ensure that all New Hampshire vendor contracts are updated in the IINE central database (G Drive) with the most updated version of the contract, expiration date, terms, contact information, and other relevant information.
  • Perform all other duties assigned by supervisor.

 

To Apply:

Please send your cover letter, resume, and salary expectations to Human Resources (HR@iine.org) with your name and position in the subject line. Qualified applicants will be contacted; references will be required at the time of the interview.

No telephone calls please.

Position will remain open until filled.

The International Institute is an Equal Opportunity Employer. Immigrants, women, people with disabilities, people of color, and LGBTQ candidates are encouraged to apply.