About ORIS: The Organization for Refugee and Immigrant Success (ORIS) is an ethnic community-based nonprofit organization with a mission to assist in the resettlement of refugees and immigrants by providing training, support, resources, and opportunities that foster self-sufficiency. ORIS’s Board of Directors and staff predominantly consist of new Americans, representing 14 countries and fluent in 28 languages. ORIS's strength lies in its deep cultural understanding, linguistic proficiency, and firsthand knowledge of the immigrant experience. At our offices in Manchester, Concord, New Hampshire and Worcester, MA, we offer a diverse range of programs to support new Americans in our communities. The programs we offer include refugee resettlement, local food access services, bridging case management, support for survivors of domestic violence, employment assistance, farmer training, and youth enrichment.

Job Summary: The Administrative Coordinator is expected to be an adaptable individual that can coordinate ORIS’s Massachusetts-based activities and contribute to organization-wide administrative needs. This individual should be prepared to work in a dynamic setting, to act as the first point of contact for clients and community members, and to develop new processes to streamline the work of the Worcester-based team.

This role is also responsible for managing event logistics for ORIS and coordinating with partners on community events. As part of this, the Administrative Coordinator works directly with the extended services manager to deliver ORIS’s Financial Wellness programming, ensuring the success of workshops presented by outside experts. The perfect candidate for this role will be outgoing, energetic, a creative thinker, and detail oriented, with the flexibility to evolve in a growing organization. This role will report to the Central Massachusetts Regional Director.

Responsibilities:

Reception and Communications

• Maintain a welcoming and friendly office environment for clients, community members visiting the office, and for staff
• Answer ORIS’s main phone line and screen emails to ORIS’s generic email box; direct calls and emails appropriately to staff throughout the organization.
• Greet walk-in clients, discuss ORIS’s services, and connect clients with the appropriate programs and staff
• Manage guests and meetings taking place at ORIS’s Worcester office, including coordinating with building management for meeting space reservations.
• Maintain building security by overseeing ORIS staff’s access cards, ensuring ORIS offices are locked, and serving as the first point of contact for all guests and clients that arrive at the office.
• Coordinate with management staff on the maintenance of ORIS’s website and social media
• Conduct outreach to community partners and potential collaborators to expand the organization's reach and impact.
• Manage ORIS’s branded materials and documents (website, letterhead, business cards, etc.) to ensure ORIS is represented consistently across its offices and programs.

Administrative and Office Management

• Coordinate with Central MA Director to attend to the day-to-day operational needs of the Worcester office and its staff, including maintaining supply inventory, coordinating team schedules, and maintaining equipment such as printers and laptops.
• Collect, sort, and open mail for the Worcester office; ensure all mail is appropriately routed to Worcester and/or New Hampshire staff.
• Collaborate with Central MA Director and MA program staff to implement a volunteer program, including identifying needs, recruiting and retaining volunteers, and reporting volunteer activity in accordance with program guidelines.
• Support data collection and data entry needs of program staff to ensure effective and efficient program reporting.
• Support Central MA Director and other staff with reporting expenses and reimbursement requests, checking for accuracy, and process according to ORIS’s accounting procedures.
• Hold primary responsibility for managing petty cash use and documentation at the Worcester office.
• Provide IT support as needed and coordinate external IT services when advanced issues arise.
• Assist in onboarding new employees by providing office tours, facilitating the acquisition of necessary tools and resources, also managing staff members’ needs around business cards, ID badges, and other ORIS-branded materials.
• Coordinate and manage office logistics, including scheduling a logistics for MA staff meetings
• Communicate promptly with building management regarding repair and maintenance needs, and updates on building policies or changes, ensuring that all relevant information is efficiently relayed to office staff.
• Manage Leadership Staff’s calendars as needed, including for the Executive Director, ensuring efficient scheduling of appointments and meetings.

Financial Literacy for Newcomers Program Coordination

• Partnering with the Extended Services Program Manager, to collaborate with external volunteers and agencies to enhance financial education resources for newly arriving individuals.
• Coordinate Financial Literacy sessions with external presenter(s), ensuring that all sessions have the supplies and technologies required for implementation.
• Ensure accurate attendance is taken and participants complete session surveys. Collect digital copies of data and material for future access and monitoring purposes.
• Coordinate other session logistics, including but not limited to interpretation services, refreshments for participants, and meeting room setup.

The Administrative Coordinator will also perform other duties as assigned by the Site Director and ORIS leadership.

Desired Skills and qualifications:

• Excellent written and verbal communication skills; able to communicate effectively and respectfully with clients that share varying beliefs, behaviors, orientations, identities, and cultural backgrounds
• Ability to be self-directed and motivated, and to securely manage confidential information
• Inquisitive and creative problem-solver; ability to design and maintain systems around staff members’ needs as much operational requirements
• Experience across multiple languages and cultures, particularly with refugees or immigrant populations with diverse cultural and socioeconomic backgrounds.
• Proficiency in a language spoken by ORIS’s new American clients (e.g. Pashto, Dari, Kiswahili, Lingala, Maay Maay, Haitian Creole, etc.) is preferred.
• Friendly, calm, and professional demeanor for in-person and virtual interactions, both internally and externally
• 1-2 years’ experience in an office setting, with a preference for work in a nonprofit setting

Physical Requirements: The ability to sit and work in an office setting for extended periods of time is required to execute job responsibilities.

Job Type: Full-time

Pay: $20.00 - $23.00 per hour

Expected hours: 40 per week

Benefits:

• Dental insurance
• Health insurance
• Paid time off

Schedule:

• 8 hour shift
• Monday to Friday
• Weekends as needed

Work Location: In person