One stop solution to your remote job hunt!

Administrative Assistant I

(US Only)

Remote, United States

JOB DESCRIPTION

NOTE: This is a US based telecommuter position; The position can be based anywhere in the United States. US work authorization required at the time of application.

About CRS

Catholic Relief Services is the official international humanitarian agency of the Catholic community in the United States. CRS works to save, protect, and transform lives in need in more than 100 countries, without regard to race, religion or nationality. CRS’ relief and development work is accomplished through programs of emergency response, HIV, health, agriculture, education, microfinance, and peacebuilding.

Background:

The Overseas Operations Division includes various Headquarters departments and units, along with seven regional offices and 45 country program offices. This position will primarily work with three of the Headquarters departments/units: the Health, Safety and Security Unit; the Learning and Training Unit; and the Program Impact and Quality Assurance Department.

The Health, Safety and Security Unit has six Headquarter staff which support our 8,000+ staff and partners, mitigating risks and creating access to the most vulnerable communities. The Learning and Training Unit runs professional development programs designed for OverOps leaders.

The Program Impact & Quality Assurance (PIQA) Department is a support department for programs composed of dedicated technical experts covering various development sectors.

Job Summary:

You will advance Catholic Relief Services’ (CRS) mission to serve the poor and vulnerable by providing responsive, day-to-day administrative support services to the Overseas Operations teams assigned to you. The consistent and high-quality support you provide allows teams to deliver CRS’ services with maximum efficiency, effectiveness, and transparency.

You will contribute to the proper stewardship of resources by helping ensure operational effectiveness in support of high-quality programming.

Candidate Summary:

You are energized by working for an organization with a social purpose and grounded in humanitarian values. You will be self-motivated, organized, detail oriented and an effective communicator. You are eager to learn, and you derive immense job satisfaction from providing others with the on-time support they need in order to deliver CRS’ services.

You are able to handle competing priorities and keep calm in face of last-minute demands on your time. You enjoy working in an extremely erse online workspace with iniduals from many different countries, ethnicities, faiths and socio-economic classes and you can navigate and adapt to many different communication styles.

You are comfortable working in a virtual workspace with few chances for in-person interaction; you skillfully manage common online collaboration platforms such as MS Teams, Zoom, Office 365, Google and others.

RESPONSIBILITIES

Roles and Key Responsibilities:

Procurement and Purchasing: (Approximately 40%)

• Create requisition requests for Goods and Services in the procurement system (Oracle). Communicate with requesters on the status of requests, facilitate communication between the procurement team and requesters as needed. Direct-purchase small office supplies via Amazon and Staples online orders.
• Receive from requesters on your assigned teams the documentation for services and goods delivered and create Receipts in the procurement system (Oracle) for all Goods and Services received by your supported teams.
• Assemble needed documentation, enter requests for new supplier records in procurement system
• Assemble documentation and prepare and submit requests for non-purchase order payments (donations, memberships, etc.)

General staff support (Approximately 20%)

• Support managers with preparing for and onboarding new staff; in particular purchasing and shipping them office equipment and supplies. Support offboarding of staff, primarily arranging shipping and tracking the return of CRS office equipment and supplies.
• Review invoices for conference and meetings services (catering, event space). Prepare and submit supporting reconciliation documents for credit card purchases.
• Support travel and logistics arrangements for staff and visitors. Schedule and coordinate appointments. Register staff members for conferences as needed.
• Provide logistical and communication support to in-person meetings and events, including participation in planning activities and on-site support as requested, primarily Baltimore/Washington DC metro but other locations as available.
• Provide logistical and coordination support to virtual meetings and events, including participation in planning. Create and send meeting invitations, prepare agendas, manage virtual platform during events, file event materials and recordings and provide follow-up communications to participants as requested
• Serve as liaison to Shipping/Receiving department and Image Center; assist with preparing mailing and shipping of office supplies, equipment and materials, prepare FedEx labels for international shipments and returns.

Learning and Training Support (Approximately to 40%)

• Manage training program logistics (e.g., support registration/enrollment for targeted programs, manage invites for all virtual learning sessions in consultation with facilitator(s), schedule guest speakers, update OverOps calendar for targeted learning sessions/events).
• Support learning & knowledge management (e.g., administer pulse check/feedback/eval surveys, document session/program attendance and completion).
• Coordinate administration of several assessment instruments for participants (e.g., Influence Style Indicator (ISI)
• Manage purchasing/distribution of learning program materials, licenses, and assessments.
• Set up Teams channels for participants and share general communications. Support facilitators with posting session materials (pre-work, recordings, etc.) and with technology support during virtual learning sessions, as needed.
• Support routine maintenance and updates to relevant SharePoint and CRSLearns sites.
• Summarize program activities and submit monthly/quarterly updates to internal newsletters and reports.

Other duties as assigned

• Coordinate department or ision-wide special initiatives as assigned, e.g., maintaining email contact lists, planning departmental meetings, preparing visitors’ welcome packages, new staff welcome messaging, etc.
• Serve as backup in absence of other Support Team member(s).
• Provide other specialized administrative support as requested

This is not an exhaustive list of duties and responsibilities. You are a frequent first point of contact– you will be fielding all sorts of questions and requests from our global colleagues, staff members in HQ, consultants etc.

QUALIFICATIONS

• High School diploma required. Professional diploma, certificate or courses in Administration preferred.
• Two years’ experience working in a professional virtual workspace in a clerical or administrative role.
• Proficient with Windows 10 or similar office computers.
• Proficient at typing/word processing, data entry into online databases and forms
• Experience with MS Office applications (Excel, Word, PowerPoint, Visio)
• Additional education may substitute for some experience.

Required Languages – Professional proficiency in English is required. Ability to also work in one of CRS’ additional operating languages (French, Arabic, Spanish) is a plus.

Travel Baltimore

Schedule and Work Modality – This position is a remote position. Workdays are seven hours, M-F and must include US-Office core hours of 10AM – 3PM EST. Must be available to travel, occasionally on short notice, for on-site meeting support in Baltimore, MD as requested.

Knowledge, Skills and Abilities

• Good time management skills with ability to work on multiple tasks
• Strong customer service orientation with good communication and interpersonal skills
• Proactive, resourceful, solutions oriented and results-oriented

Preferred Qualifications (include on application)

• Experience with non-profit organizations
• Experience working in a multi-national organization or cross-cultural experience
• Experience with Oracle Procurement as a requester/user
• Experience with MS Office 365
• Experience with on-line virtual communication and work platforms such as Teams, Zoom, Google and others

Agency-wide Competencies (for all CRS Staff)

These are rooted in the mission, values, and guiding principles of CRS and used by each staff member to fulfill his or her responsibilities and achieve the desired results.

• Integrity
• Continuous Improvement & Innovation
• Builds Relationships
• Develops Talent
• Strategic Mindset
• Accountability & Stewardship

Supervisory Responsibilities: None

Key Working Relationships:

• Internal: OverOps staff and managers, Global Supply Chain, Accounts Payable Facilities, GKIM and the Image Center
• External: Vendors, visitors, service providers for travel, conference, catering, and lodging.