Scope: The Department Manager is responsible for a large range of administrative functions to ensure all RAI HQ activities move forward as effectively and efficiently as possible. This role reports to the RAI Senior Director of Strategy and Planning in the RAI Strategy and Planning team which serves the RAI Senior Vice President (SVP) and supports the RAI Executive Leadership Team (ELT).

Responsibilities:

Scheduling and SVP support

• Manage SVP calendar and inbox, communicate conflicts in a timely manner and proactively coordinate changes with meeting attendees.
• Provide logistical support, including booking travel and processing reimbursements to the SVP and other ELT members as needed.
• Support SVP with note taking, collating input, copy-editing, signature requests as needed.

Meeting and conference management

• Plan, schedule and facilitate department-wide standing meetings in close collaboration with the S&P team (and the RAL team for all staff meetings):
  • Calendar meeting, coordinate logistics (incl. AV set up in Chanin for hybrid attendance), support presenters to prepare pre-read and agenda materials ahead of meeting as needed, take minutes and actions during meetings (for SMT and other meetings as required), and coordinate follow-up to ensure actions are completed (this might include ELT meeting items handed over by S&P team).
  • Meetings within scope: ELT weekly (1hr), ELT monthly (full day), ELT bi-weekly workshops (1hr), SMT monthly meeting (1.5hrs), RAI monthly HQ all staff meeting (1hr), and RAI all staff quarterly department meeting (1hr).
• Execute a plan to organize quarterly ELT in person meetings, and other offsites, workshops and trainings as requested by supervisor, in close collaboration with the S&P team. Prepare and manage related budgets, participate in the planning committees, and organize and deliver logistics for trainings and conferences.

Human Resource management & other administrative tasks

• Act as RAI HQ Focal Point: reporting to NY HQ office 4x per week, logistical support with internal visitors, storage room maintenance, mail sorting, meet and greet external visitors to HQ and support ELT with donors visiting and/or monitoring RAI programming.
• Departmental Organization: manage RAI Department inbox, ensure all distribution lists are up-to-date, maintain up-to-date RAI organizational charts.
• Support in Employee Offboarding efforts: IRC account termination, collection of electronics, ID badges, as needed.
• Complete administrative tasks: track the completion of Time and Effort Reports for RAI HQ staff and secure SVP signature for his/her direct reports; consolidate RAI’s quarterly lobbying reporting; other ad-hoc administrative duties as assigned, demonstrating flexibility and adaptability.
• Other duties as assigned.

Finance and Procurement

• Manage departmental purchase-card and project expenses using IRC’s Integra system (Microsoft Dynamics 365) to track and reconcile monthly procurement, submit purchase order requests, and SVP travel card activities.
• Manage contained procurement tasks (e.g., procure laptops for new hires in RAI and coordinate delivery with hiring manager)

Requirements:

• Bachelor’s degree or equivalent administrative or project management experience.
• 3 years of administrative or project management experience preferred.
• A team player, flexible work attitude, calm and independent performer with a strong client service mindset (sees colleagues as clients to deliver for) and dedication to IRC’s mission.
• Excellent interpersonal and communication skills: the ability to successfully and effectively liaise with people within and across departments in a multi-cultural environment.
• Excellent problem solving and critical thinking skills; able to maintain a high level of efficiency, composure, professionalism and optimism in high-pressure situations.
• Detail-oriented, with a strong ability to prioritize by urgency and to learn quickly
• Proven writing and editing skills: a quick and accurate reviewer and editor.
• Excellent computer skills: Microsoft Word, Excel, and PowerPoint.
• Experience in humanitarian assistance and non-profit work an advantage.

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.

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: The IRC offers a comprehensive and highly competitive set of benefits. All US employees are eligible for sick time, a 403b retirement savings plans: up to 4.5% immediately vested matching contribution, plus an 3-7% additional IRC contribution, and an Employee Assistance Program which is available to our staff and their families to support in times of crisis and mental health struggles.

In addition, full-time employees are eligible for 10 US paid holidays, 20-25 paid time off days, disability & life insurance, medical, dental, and vision insurance (employee contribution starting at $135, $7, and $5 per month respectively) and FSA for healthcare, childcare, and commuter costs. Part-time employees are eligible for a proportionate amount of paid time off. These additional benefits apply to employees who work at least 6 months within a 12 month time period.