Administrative Coordinator

Administrative Coordinator – US

Programs Portland, Oregon Washington, District of Columbia

Description

Location: Portland, Oregon; Washington, DC; or a remote location within the United States

Valid unrestricted work authorization in the country in which you will be based (United States) is required at the time of application for this position.

Position Status: Full-time, Regular, Non-Exempt

Salary Level: US: Starting salary for this role will be $40.000 to $47.500 commensurate on experience.

About Mercy Corps

Mercy Corps is powered by the belief that a better world is possible. To do this, we know our teams do their best work when they are diverse and every team member feels that they belong. We welcome diverse backgrounds, perspectives, and skills so that we can be stronger and have long term impact.

Department Summary

The Program Performance and Quality Unit (PaQ) is an integrated Unit within Mercy Corps’ Global Programs Department. While PaQ is the hiring Unit for this position, the Global Programs Department is currently undergoing a restructuring process. The successful applicant will be assigned to one of the program support-focused Units within this new Global Programs structure.

The Position

The primary role of the Administrative Coordinator is to provide general administrative, event management, and communications support to the assigned program support unit, enabling the team to perform at the highest possible level in terms of workflow, product, and creativity. The incumbent provides consistent and centralized support to program support teams and their counterparts for the smooth administration of day-to-day tasks. The Administrative Coordinator provides support and inputs to the planning and implementation of administrative support projects for the unit and its constituent teams.

Essential Responsibilities

COMMUNICATIONS

• Support the organization, by proofreading, editing and disseminating written, video, or other outgoing communications for teams within the unit, for example on internal Mercy Corps platforms such as The Globe, Workplace, The Hub, MailChimp, etc. Support processes to gather inputs for these communications products.
• Provide tools or process support to enable inclusive and broad-based access to internal and outgoing communications.
• Maintain and regularly edit Hub pages, unit SharePoint page(s), and Wikis.
• Maintain and regularly update onboarding, introductory, and summary materials.
• Coordinate onboarding schedules with new team members and design/ deliver selected onboarding content.
• Track the movement of global team members in selected positions so that onboarding and training can happen promptly.
• Administratively support translation, interpretation, and captioning, and work with team members to integrate inclusive translations and captioning in communications and events as needed. Update, as needed, internal team guidance for interpretation, translation, and captioning.
• Administer, or contribute to the administration of, shared file structures and communications platforms/ sites, and associated access permissions, updating membership at least quarterly and updating file structures at least annually. Orient new team members on these structures/ sites.
• Maintain distribution lists, updating membership at least quarterly.
• Cross-check references in guidance documentation produced by the unit with links, Hub pages or Wikis, and external sources to ensure alignment.
• Assist in formatting and improving the presentation of documentation and presentations.
• Support the administration of surveys and the collation of results.
• Assist in organizing and scheduling learning series.
• Assist in conducting and organizing or analyzing desk reviews of selected topics.

MEETINGS, TRAININGS, AND EVENTS

• Administer calendars, participant lists, meeting administration, and meeting platforms for routine and ad hoc meetings, webinars, and events. These meetings and events include both unit-level team members and their counterparts in other teams.
• Support the use of collaborative meeting platforms, and orient others on the use of these platforms, as needed.
• Send routine messages and reminders to team members soliciting agenda items for recurring meetings or forum, and curate agendas and notes. Take notes, ensure that notes are circulated to relevant stakeholders, and refresh notes templates annually.
• Assist in scheduling trainings and managing training platforms and participants.
• Assist in researching, curating, and subscribing to external training materials.
• Coordinate or support training application processes, including announcements, application portals, and organizing process meetings.
• Assist in meeting, event and participant management for Communities of Practice organized by teams within the unit.
• Administer aspects of in-person and remote retreat and workshop planning and implementation and associated events as requested.
• Assist in the facilitation of cross-unit working group meetings as needed/ applicable.

ADMINISTRATIVE and PROJECT SUPPORT

• Follow-up with back-end administration and case management for Jira-based Support Request Tool.
• Manage the unit’s credit card account.
• Prepare necessary documentation to process invoices for payment to consultants and vendors.
• Manage the unit’s IT application subscriptions.
• Assist in compiling and submitting supporting documentation to process payments.
• Assist in compiling and processing documentation for consulting contracts.
• Support procurement transactions, process management and documentation for teams/ team members.
• Provide support to recruitment processes and documentation for short-term assignments and long-term roles, and consultants, coordinating with HR counterparts as needed.
• Maintain unit and team organizational charts.
• Maintain staff lists.
• Support the implementation of projects and training series conceptualized and managed by teams within the unit.

Supervisory Responsibility:

The Administrative Coordinator has no supervisory responsibilities.

Accountability

Reports Directly To: Vice President, Program Performance and Quality. Note that reporting lines may change as the Global Programs Department restructures.

Works Directly With: All unit team members, and representatives from departments and global/ regional/ country/ program teams working with the unit.

Accountability to Participants and Stakeholders

Mercy Corps team members are expected to support all efforts toward accountability, specifically to our program participants, community partners, other stakeholders, and to international standards guiding international relief and development work. We are committed to actively engaging communities as equal partners in the design, monitoring and evaluation of our field projects.

Minimum Qualifications & Transferable Skills:

• Any skills you have gained through education, volunteer, work, or life experience that are relevant for the position will be considered. Be sure to fully explain transferable skills and success factors and how they apply to this position in your cover letter.
• 2+ years providing administrative support within a team environment, including but not limited to calendar management, meeting/event planning and execution, basic record keeping/tracking, and invoicing support.
• Bachelor’s degree (BA/BS) in a related field is preferred.
• Outstanding communication skills, both written and verbal, including proven business correspondence and writing and editing skills.
• Proven ability to prioritize multiple competing requests, tasks, and deadlines and works well under pressure while building relationships with team members and stakeholders.
• Well-organized, detail-oriented, and flexible/adaptable to changing priorities.
• Experience with Microsoft 365 and visual design and communications tools (Canva; MailChimp) preferred.
• Experience with an INGO or other international organization, or knowledge of international events/dynamics preferred.
• Experience with and ability to maintain confidential information with tact and sensitivity

Success Factors

A successful Administrative Coordinator will have the ability to handle a high volume of administrative work quickly, efficiently, accurately, and with a positive and constructive attitude. They should be able to prioritize work while balancing efficiency with accuracy, track multiple projects, and meet tight deadlines independently. They should possess a high standard for quality of products both content and presentation. Strong candidates will have an ability to build working relationships with people of diverse backgrounds and working styles and be a good collaborator. They must have flexibility and creativity in problem solving, be capable of identifying and independently addressing team needs or areas for self-improvement, and be able to handle sensitive information and sensitive situations with tact. Finally, they should possess an interest and ability to learn quickly, ask questions, collaborate with others, and understand agency and team strategy and culture.

Living Conditions / Environmental Conditions

The position is based in Portland, Oregon; Washington, DC; or a remote location within the US and requires occasional early morning and late-night calls as necessary to coordinate across our global team. The position may require occasional international and domestic travel.

Ongoing Learning

In support of our belief that learning organizations are more effective, efficient and relevant to the communities we serve, we empower all team members to dedicate 5% of their time to learning activities that further their personal and/or professional growth and development.

Diversity, Equity & Inclusion

Achieving our mission begins with how we build our team and work together. Through our commitment to enriching our organization with people of different origins, beliefs, backgrounds, and ways of thinking, we are better able to leverage the collective power of our teams and solve the world’s most complex challenges. We strive for a culture of trust and respect, where everyone contributes their perspectives and authentic selves, reaches their potential as individuals and teams, and collaborates to do the best work of their lives.

We recognize that diversity and inclusion is a journey, and we are committed to learning, listening, and evolving to become more diverse, equitable and inclusive than we are today.

Equal Employment Opportunity

Mercy Corps is an equal opportunity employer that does not tolerate discrimination on any basis. We actively seek out diverse backgrounds, perspectives, and skills so that we can be collectively stronger and have sustained global impact.

We are committed to providing an environment of respect and psychological safety where equal employment opportunities are available to all. We do not engage in or tolerate discrimination on the basis of race, color, gender identity, gender expression, religion, age, sexual orientation, national or ethnic origin, disability (including HIV/AIDS status), marital status, military veteran status or any other protected group in the locations where we work.

Safeguarding & Ethics

Mercy Corps is committed to ensuring that all individuals we come into contact with through our work, whether team members, community members, program participants or others, are treated with respect and dignity. We are committed to the core principles regarding prevention of sexual exploitation and abuse laid out by the UN Secretary General and IASC and have signed on to the Interagency Misconduct Disclosure Scheme. We will not tolerate child abuse, sexual exploitation, abuse, or harassment by or of our team members. As part of our commitment to a safe and inclusive work environment, team members are expected to conduct themselves in a professional manner, respect local laws and customs, and to adhere to Mercy Corps Code of Conduct Policies and values at all times. Team members are required to complete mandatory Code of Conduct elearning courses upon hire and on an annual basis.

As a safeguarding measure, Mercy Corps screens all potential US-Based employees. This is done following the conclusion of recruitment and prior to assuming full employment.

Our screening process is designed to be transparent and completed in partnership with new Team Members. You will have the opportunity to disclose any prior convictions at the conclusion of the recruitment process before the check is initiated. We ask that you do not disclose any prior convictions in your application materials or during the recruitment process.

Covid-19 Vaccine Policy for US-Based Employees

Mercy Corps has determined that, in an effort to protect the health, safety, and well-being of all Mercy Corps employees working in the United States, all U.S.-based employees must be fully vaccinated for COVID-19, regardless of prior COVID-19 infection status. This policy is necessary to ensure not only the safety of our workforce, but the ongoing functionality of the organization.

This policy will be revised as needed to comply with federal, state, and local requirements, and to respond to changing guidance from public health authorities.

For new employees this requirement goes into effect within 10 business days of employment. Team members that travel are expected to comply with host-country requirements, including vaccinations. Failure to comply may impact your employment. Proof of vaccination or exemption must be provided.