Administrative Coordinator - Islamic Relief USA

Job Title:         Administrative Coordinator

Status:             Full-time

Location:         Alexandria, VA  

Division:         Programs

 Position summary:

Islamic Relief USA is a highly respected international humanitarian relief and development organization.  The Administrative Coordinator supports the Program Division’s excellent administrative functioning, promoting efficiency, timeliness, coordination and administrative task completion across the division, with other divisions of the organization, and with external partners.  The position supports the Director of Programs as well as the division as a whole. The candidate must show commitment to IRUSA’s faith inspired values and principles as well as a commitment to the vision and mission of the organization.

Essential Duties and Responsibilities: 

• Manages the weekly and daily agenda of the Program Director with clear scheduling and organization of preparatory materials.

• Supports the Director with time and attendance.
• Processes and facilitates organization’s bi-weekly time sheet for the programs team through current PEO provider.

• Manages the calendar and meeting schedule of the Program Department team; ensures that participants receive invitations, agendas, preparatory materials, meeting notes and follow-up information.
• Coordinates and maintains a record of department travel schedules; working with the IRUSA travel desk, ensures that the Director and other designated department staff have clear and detailed itineraries, compiles necessary documents and advance briefing materials, and prepares expense reports.
• Manages the flow of communications through the office of the director, ensuring that communications requiring action or follow-up are attended to efficiently.
• Manages the flow of signatures and sign-offs through the office of the director, and forwards approvals to designated alternates if needed for efficiency.
• Tracks critical work processes and tasks through the department; assists in identifying problems with efficiency or follow-through, and proposes solutions.
• Supports the department compliance with organizational administrative requirements (e.g. travel and any requirements for approvals, etc.).
• Prepares agendas, takes meeting notes and drafts minutes.
• Prepares routine correspondence for Director and other staff as assigned by the Director.
• Supports document retention and retrieval; manages files and filing systems through the design and maintenance of logical and accessible categorization.
• Edits and/or formats reports and other critical documents produced by the Program Department.
• Performs other duties as required. 

Qualifications and Competencies: 

• Bachelor’s degree required.

• Interest in and ability to learn about the varied areas of program work of Islamic Relief USA; commitment to the humanitarian sector.
• Minimum of three years’ experience in an administrative support role.
• Proven experience in managing calendaring, information flow and administrative systems in a fast-paced environment.
• Strong organizational skills; orientation toward efficiency and task completion, ability to effectively manage data; strict attention to details.
• Strong interpersonal skills; ability to maintain composure under pressure, skilled at maintaining positive communications and relations with colleagues and a wide range of external partners
• Ability to effectively manage up and achieve results without formal authority, cross-cultural competency.
• Familiarity with Microsoft Office, Google Docs, and database usage and ability to quickly master information systems.
• Must be eligible to work in the United States.

At Islamic Relief USA we are committed to safeguarding and protecting all individuals we come into contact with through our work. IRUSA representatives must adhere to its organizational values: Sincerity, Excellence, Compassion, Social Justice, and Custodianship. In accordance with these values, IRUSA operates and enforces policies on Safeguarding, Code of Ethics, and Anti-Harassment and Discrimination.