Senior Associate - Administration; Operations and Human Resources

Job Title:                                       Senior Associate - Administration; Operations and Human Resources

Career Stream:                              Professional

Career Level:                                 Professional Level 2

Department:                                  Finance & Accounting

Job Family:                                    Financial Reporting

Job Sub-Family:                            Multi-Discipline  

Location:                                        Washington DC  

Workplace Designation:               Partial Remote

Term:                                               Six months contract

Funding:                                          100% Indirect

Status:                                              Exempt

Supervisor:                                       Chief Financial Officer

General Function.

The Administration, Operational, and Human Resources Assistant plays a key role in supporting the day-to-day functions of Internews.  This position ensures efficient and effective administrative operations, supports HR processes, and assists with operational logistics, including support for the DC office. This role contributes to a collaborative and mission-driven work environment.  The ideal candidate is detail-orientated, adaptable, and passionate about supporting community-focused initiatives

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following, with other duties upon request:  

Administrative Support

• Develop & maintain strong, supportive working relationships across Internews teams to ensure effective cross-team information sharing and collaboration.
• Manage calendars, schedule meetings, prepare agendas, and take minutes for various meetings, including Board meetings, including tracking follow-up actions as needed.
• Coordinate travel and event planning for executive leadership and board meetings.
• Draft, edit, and format correspondence, reports, documents and presentations for Board, Staff, Alliance and others as needed.
• Identify, develop, and improve administrative processes and procedures.
• Maintain organizational files, records, and databases.
• Assist with internal and external communications, including email correspondence and document preparation.

Operations Support

• Assist with procurement, vendor relationships, and office management of the DC office, including regular mail management and interface with subtenant
• Support logistics for board meetings, organizational  events, and other activities.
• Help track project timelines, deliverables, and reporting requirements.
• Ensure smooth office operations, as needed.
• Collaborate across the organization to ensure operational alignment.

Human Resources Support

• Assist with recruitment process including posting jobs, scheduling interviews, and onboarding new staff.
• Support benefits administration and liaise with brokers and providers as needed.
• Maintain employee records and ensure compliance with HR policies and procedures.
• Help coordinate staff training, development, and wellness initiatives.

Special Projects

• In coordination with Executive management, create and maintain the Departments' intranet webpages (the Hive) and ensure that the information presented is accurate and current.
• Coordinate, support, and lead special initiatives, as appropriate.
• In all duties, uphold Internews’ Core Values and demonstrate commitment to fostering a culture of Belonging, Dignity, and Justice.  

Qualifications

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions:  

• 2+ years of experience in administrative, HR, or operations support, ideally in a non-profit setting.
• Excellent interpersonal and oral and written communication skills.
• Strong organizational skills and ability to work effectively in an environment undergoing change management processes.
• Proficiency with project tracking, project development and management support.
• Demonstrated taking the initiative with identifying opportunities for development (policy, processes, methods, etc.) and areas for improvement.
• Problem-solving and solution-oriented thinking
• Capable of adapting quickly to changing priorities, flexible and with the ability to process information quickly and provide creative solutions you will work both independently and collaboratively as required
• Able to establish and maintain productive, collaborative professional relationships with staff at all levels, board and committee members, and external vendors.
• Able to manage multiple complex assignments with relative ease
• Works well independently and with others to produce timely, high-quality results.
• Good understanding of business practices and procedures
• High degree of discretion and ability to recognize and manage confidential information.
• Proficient in Microsoft Office software (especially Outlook, Word, PowerPoint) and other business software.
• Working familiarity with finance and procurement functions of ERP system (e.g. Oracle, Unit4).
• Ability and desire to learn and navigate various computer applications (required).

Preferred

• Associate or Bachelors College degree in Business Administration, Human Resources, or related field  

Physical Demands And Work Environment:

The physical demands and work environment described here are representative of those that must be met or may be encountered by an employee performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.  

Specific vision abilities required by this job include normal color perception and close vision for use of computer terminal and reading printed and electronic materials. The noise level in the work environment is usually moderate

Expected office hours are generally Monday through Friday from 8:30 am to 5:00 pm.  Candidate must be available to be on-site in the DC office whenever necessary.

The above noted job description is not intended to describe, in detail, the multitude of tasks that may be assigned but rather to give the associate a general sense of the responsibilities and expectations of their position. As the nature of business demands change so, too, may the essential functions of this position.