Administration Associate

Position Summary

HIAS seeks an Administration Associate to support day-to-day administrative functions and office operations for the New York, New York office.

Note, this is a hybrid role with 4 days/week in the office, and 1 day/week remote. The salary range for this position is $50,000.00-53,300.00.

Essential Functions

• Sorts and distributes mail and assists with general shipping and postage needs; takes the mail to a drop box and schedules pick-up’s as needed.
• Monitors office supplies inventory and proactively reorders, as needed.
• Serves as a back-up to the Technical Support Specialist, and ensures all printers, scanners and postage meters are operational and assists employees with usage as needed.
• Orders business cards and other outsourced printing needs for the organization.
• Assists in facilities management to include maintaining clean and clutter-free communal spaces.
• Collects and sends weekly interoffice mail via Next Day Air, and collects and sends all mail and shipments daily.
• Assists in the coordination of office-wide meetings and social activities.
• Serves as notary for all headquarters offices.
• Screens and greets visitors in a professional manner, promptly notifies the appropriate person(s) of the visitors’ arrival and escorts visitors to their meeting location, as necessary.
• Monitors and authorizes entrance and departure of employees, visitors and other personnel.
• Serves as back-up to the Security Guard during daily breaks.
• Serves as the point person for office maintenance and oversight.
• Works with Administration colleagues and the Executive Director, HIAS New York to develop and implement office operations and procedures.
• Assists the Legal Services department by holding documents of sensitive nature for pick-up by clients and attorneys.
• Performs other duties as assigned.
  
  

Qualifications & Requirements

• Undergraduate degree preferred.
• 1-2 years of professional experience, preferably in office administration or operations.
• English fluency required, and Spanish fluency preferred.
• Ability to serve as notary for all headquarters offices preferred.
• High degree of computer knowledge and Microsoft Excel and Outlook skills.
• High level of attention to detail and ability to work well in a deadline-driven and time-sensitive environment.
• Ability to identify and resolve problems in a timely manner; must be able to gather and analyze information, develop alternative solutions and use proper reasoning methods.
• Must demonstrate excellent customer service skills by managing difficult customer situations and responding promptly to customer needs and requests for service and assistance in a courteous fashion.
• Excellent oral and communication skills to include effective listening and proofreading skills, with an ability to write clearly and concisely.
• Travel, to include travel to insecure operating environments, may be required.
  
  

Hiring Process

We are committed to a fair and respectful hiring process, and we do our absolute best to respond to every applicant. We prioritize communication and transparency with all candidates, even those who are not moving forward. Here’s a snapshot of our hiring process:

Step 1: Submit your application!

Step 2: Phone screen with a HIAS recruiter.

Step 3: Video interview with the hiring manager.

Step 4: Video interview with a panel of HIAS employees.

Step 5: Online reference check with SkillSurvey.

Step 6: Offer and background check with Shield Screening or HireRight.

Step 7: Start your professional journey with HIAS!

Note: Some of our hiring processes may vary, and not all candidates will advance to each step.

About Us

Over one hundred years ago, the Jewish community founded HIAS (originally the Hebrew Immigrant Aid Society) in New York City, the immigrant gateway to America. Supporting Jews fleeing persecution and poverty in Eastern Europe, our founders were guided by the traditions, texts and history of the Jewish people—a history of oppression, displacement and diaspora. HIAS has since helped generations of Jews facing violence because of who they were, and HIAS remains committed to helping Jewish refugees anywhere in the world. Today, our clients at HIAS come from diverse faiths, ethnicities and backgrounds, as do our staff. We bring our experience, history and values to our work across five continents, ensuring that refugees today receive the vital services and opportunities they need to thrive.

HIAS is a learning community, committed to diversity and inclusion. We do our work with integrity, accountability, transparency and a commitment to the highest ethical standards. We seek employees from diverse backgrounds and life experiences to join our teams located in the United States and across the globe. People who identify as BIPOC, people with disabilities, people from the LGBTQ+ community and people with lived experiences of forced displacement or immigration are all encouraged to apply. We are committed to building a diverse workforce that reflects our vision, mission and values.

Vision

HIAS stands for a world in which refugees find welcome, safety and opportunity.

Mission

Drawing on our Jewish values and history, HIAS provides vital services to refugees and asylum seekers around the world and advocates for their fundamental rights so they can rebuild their lives.

Values

Welcome

• Acogimiento
• Hospitalité
• Hachnasat Orchim
  
  

We Welcome the Stranger

Justice

• Justicia
• Justice
• Tzedek
  
  

We Pursue Justice

Empathy

• Empatía
• Empathie
• Chesed
  
  

We Approach our Clients with Empathy

Partnership

• Compañerismo
• Coopération
• Chevruta
  
  

We Believe in Changing the World through Partnership

Courage

• Coraje
• Courage
• Ometz
  
  

We Act with Courage to Build a Better World

Resilience

• Resiliencia
• Résilience
• Ruach
  
  

We Adapt and Thrive, Continuously Demonstrating our Resilience

Diversity

HIAS is committed to a diverse and inclusive workplace. As an equal opportunity employer, all qualified applicants will be considered for employment without regard to race, color, national origin, ethnic background, ancestry, citizenship status, religious creed, age, sex, gender, sexual orientation, physical disability, mental disability, medical condition, genetic information, marital status, registered domestic partner or civil union status, familial status, pregnancy, childbirth, military status, protected veteran status, political orientation or other legally protected status.

Studies have shown that women and people of color are less likely to apply for jobs unless they meet every single qualification. We strongly encourage applicants of diverse identities, backgrounds, experiences, and perspectives to apply even if you do not meet all required qualifications but have other qualifications relevant to the role that would make you a great fit for this role with HIAS!

Safeguarding

HIAS is committed to the protection of children, vulnerable adults and any other person from any harm caused directly or indirectly due to their coming into contact with HIAS. We will not tolerate sexual exploitation, abuse or any form of child abuse or neglect by our staff or associated personnel. Any candidate offered a job with HIAS will be expected to sign and adhere to HIAS’ Code of Conduct and Safeguarding policies. All offers of employment will be subject to satisfactory references and appropriate screening checks, which can include criminal records. HIAS also participates in the Inter-Agency Misconduct Disclosure Scheme. In line with this Scheme, we will request information from job applicants’ previous employers about any findings of sexual exploitation, sexual abuse and/or sexual harassment during employment, or incidents under investigation when the applicant left employment. Likewise, HIAS will share this information when other organizations inquire about current and former HIAS staff as part of their recruitment process. By submitting an application, the job applicant confirms their understanding of these recruitment procedures.