Senior Associate, Workplace Solutions

Job Description

Requisition ID: req37416

Job Title: Senior Associate, Workplace Solutions

Sector: Advocacy & Government Affairs

Employment Category: Regular

Employment Type: Full-Time

Compensation: USD 65,000.00 – 82,000.00 Salary

Location: New York, NY HQ USA

Job Description

Background/IRC Summary:

The International Rescue Committee (IRC) helps people affected by humanitarian crises to survive, recover, and gain control of their lives. Founded at the call of physicist, humanitarian—and refugee—Albert Einstein in 1933, the IRC is now at work in over 50 crisis-affected countries, over 40 US cities, as well as communities throughout Europe and the Americas. We deliver lasting impact by providing health care, helping children learn, and empowering individuals and communities to become self-reliant, always seeking to address the inequalities facing women and girls.

In 2021 the IRC and partners reached over 31.5 million people in countries affected by crisis. We are committed to a culture of bold leadership, innovation in all aspects of our work, creative partnerships and, most crucially, accountability to those we serve. The IRC is a tireless advocate for the most vulnerable.

Job Overview/Summary:

The Senior Associate, Workplace Solutions reports to the Workplace Solutions Senior Manager. This position primarily works across IRC teams to communicate requirements and manage internal staff events and meetings. As the primary events contact, this individual will participate in weekly Team meetings with A/V Ops, vendors, and other internal stakeholders. In addition to providing events management, this individual is responsible for monitoring and assigning ServiceNow work order tickets, management of preventive maintenance schedules, usage of internal software systems (i.e., ServiceNow, Condeco, Avigilon, Teams, Box, WTS Lite, Building Engines), report generation, and coordination of daily rounds. The selected candidate may also cover the reception desk during breaks, manage workplace projects and lead the team in the absence of the Workplace Solutions Senior Manager.

Major Responsibilities:

· As the Events point person, must understand the requirements for each event and suggest and implement process improvements; schedule appropriate event space and ensure building access for attendees.

· Coordinate/manage event activities across other teams i.e., A/V Ops including participation in team meetings.

· Manage work schedules with HQ Workplace Senior Manager and monitor personnel to ensure that duties are performed in a productive manner and in compliance with policies and expectations.

· Collaborates with Workplace Solutions team and other stakeholders, including IT, to improve existing processes.

· Develop effective working relationships with and liaise with building management and external vendors.

· Administer key software/systems through trainings, manuals, and other methods to ensure all systems are being optimized to full capacity. Update Workplace Solutions Senior Manager on new system features.

· Manage quarterly change initiative projects for various Departments and other projects varying in scope assigned by the Director and Workplace Solutions Senior Manager.

· Manage other workplace projects as assigned.

Other Responsibilities:

As part of the Workplace Solutions Team, this individual may be asked to support the following activities:

· Monitor ServiceNow work orders, surveys and assign tickets. Ensure work orders are being resolved in a timely manner and service delivery is within or exceeding standards.

· Coordinate off-site storage and inventory.

· Manage inventory supplies and place orders with input from Workplace Solutions Senior Manager, as needed.

Key Working Relationships:

· IT, Help Desk & A/V

· Building Security

· Events/Marketing

· Department Focal Points/Leads and other points of contact

· 3rd party vendors

Job Requirements:

Education: Bachelor’s degree or equivalent professional experience

Work Experience:

· 3-6 years of facilities and events management experience in a fast-paced environment beyond a Bachelor’s degree or equivalent or professional experience.

· Experience managing varied office logistics.

Demonstrated Skills and Competencies:

· Excellent organizational and time management skills to juggle competing priorities

· Positive, resourceful, and flexible attitude with the ability to problem solve, and to work independently and proactively

· Proven attention to detail: the ability to track and process multiple details simultaneously and accurately, and keep multiple projects moving forward

· Excellent interpersonal and communications skills: ability to successfully and effectively liaise with and motivate a variety of people in a multi-cultural, multi-national organization

· Ability to use sound judgment in maintaining confidential information

· Solid computer skills: ability to work effectively and accurately with MS Outlook, Word, Excel and PowerPoint and online web-based applications

Travel and Flexwork
· Out-of-town travel may be expected on occasion (up to 5%, planned ahead).

· Flexwork: Minimum of 4 days onsite and 1 day remote per week; more in-office presence may be required.

Working Environment: Standard office work environment.

The IRC and IRC workers must adhere to the values and principles outlined in the IRC Way – Standards for

Professional Conduct. These are Integrity, Equality, Service, and Accountability. In accordance with these

values, the IRC operates and enforces policies on Beneficiary Protection from Exploitation and Abuse,

Child Safeguarding, Respect at Work, Fiscal Integrity, Anti-Retaliation, and Combating Trafficking in

Persons.

COVID-19 Vaccination Requirement:

In accordance with IRC’s duty to provide and maintain a workplace that is free of known hazards and our commitment to safeguard the health of our employees, clients, and communities, IRC requires new hires to furnish proof of vaccination against COVID-19 in order to be considered for any in-office or hybrid positions. All IRC US offices require full vaccination to attend any in-office functions (e.g., meetings, trainings).

Commitment to Diversity and Inclusivity:

IRC is committed to building a diverse organization and a climate of inclusivity. We strongly encourage applications from candidates who can demonstrate that they can contribute to this goal.

Equal Opportunity Employer:

We are an equal opportunity employer and value diversity at our company. We do not discriminate on the basis of race, religion, color, national origin, sex, gender, gender expression, sexual orientation, age, marital status, veteran status, or disability status. We will ensure that individuals with disabilities are provided reasonable accommodation to participate in the job application or interview process, to perform essential job functions, and to receive other benefits and privileges of employment. Please contact us to request accommodation.

US Benefits:

We offer a comprehensive and highly competitive set of benefits. In the US, these include: 10 sick days, 10 US holidays, 20-25 paid time off days (depending on role and tenure), medical insurance starting at $145 per month, dental starting at $7 per month, and vision starting at $5 per month, FSA for healthcare, childcare, and commuter costs, a 403b retirement savings plans with up to 4.5% immediately vested matching contribution, plus a 3-7% base IRC contribution (3 year vesting), disability & life insurance, and an Employee Assistance Program which is available to our staff and their families to support counseling and care in times of crisis and mental health struggles.

Compensation:

Posted pay ranges apply to US-based candidates. Ranges are based on various factors including the labor market, job type, internal equity, and budget. Exact offers are calibrated by work location, individual candidate experience and skills relative to the defined job requirements.
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