LOCATION
Oakland, CA / Hybrid

COMMITMENT
Volunteers: Minimum 4 hours per week 
Interns: Minimum 15 hours per week for at least 4 full months, or 240 hours total 

 

Scope of Work

The Operations Specialist Intern provides a broad variety of support services to the Oakland office. The position is responsible for completing general administrative tasks, including overseeing the general the day-to-day incoming phone calls and messages; is the first point of contact for walk-in clients and visitors; and provides clerical and office systems technical support to the agency staff—all while carrying out these duties in a professional and courteous manner. The position may also be responsible for assisting the Site Director in coordinating meetings, training, and events, and serving as a local point person for operations.  

This position reports to the Operations Manager.

  • This is an unpaid volunteer / intern opportunity 
  • Acceptance is contingent upon clearing a $40 background check 
  • Internships are available for current college students starting their second year, graduate students, and graduates within 2 years of graduation 
  • Course credit is available if the student coordinates with their university and confirms the appropriate paperwork with the IRC Volunteer Coordinator  
     

BACKGROUND

The International Rescue Committee (IRC) responds to the world’s worst humanitarian crises and helps people to survive and rebuild their lives. At work in over 45 countries and 29 U.S. cities to restore safety, dignity and hope, the IRC leads the way from harm to home. Domestically, our 29 offices across the U.S. ensure new arrivals have food, shelter, and clothing, and work with refugees to help them gain self-sufficiency.
 

RESPONSIBILITIES

  • Daily opening and/or closing the office as schedule and office use needs permit
  • Provide support to the office by serving as a focal point for day-to-day front office administration
  • Greet clients, visitors, donors, job candidates, and other important IRC stakeholders with a high degree of professionalism
  • Directs visitors to waiting area, as needed; monitors guest waiting time
  • Places/directs phone messages to appropriate program staff and tracks written messages
  • Oversee operations in reception office and copy rooms, including receiving and distributing mail and deliveries, restocking office supplies, and posting office closure signs
  • Work in collaboration with program staff to create and maintain a regularly updated collection of local client resources and contacts
  • Track possession and upgrade/replacement schedules of IT assets, including computers, mobile phones, software licenses, and related accessories
  • Assist with upkeep of order and procurement tracking systems through the regular collection and entry of data, and periodic creation of reports
     

REQUIREMENTS

  • At least 2 years’ relevant work experience in office administration, human resources, facilities management, procurement or related field, preferred  
  • Tech savvy, with the ability to troubleshoot basic hardware and software issues preferred
  • Ability to multi-task and work under pressure
  • Exceptional communication and organizational abilities
  • Demonstrated success working and communicating effectively across teams and in a multi-cultural environment
  • Proven ability to contribute both independently and as a key team member
  • Self-starter with excellent problem-solving skills combined with the ability to prioritize duties and manage time effectively
  • Fluent in English, both spoken and written
  • Ability to communicate in a language frequently spoken by refugee clients (Dari, Farsi, Pashto) strongly preferred
  • Proficient in Microsoft Office applications (Word, Excel, Outlook) and strong keyboarding skills and internet usage skills, and database familiarity is preferred
     

STANDARD OF PROFESSIONAL CONDUCT

The IRC and the IRC workers must adhere to the values and principles outlined in the IRC Way – our Code of Conduct. These are Integrity, Service, Accountability, and Equality.
 

Application Process

Fill out an application online and include your resume and cover letter. If you are a good fit for this opportunity, someone will be in touch with you. 

Please note we have three onboarding cohorts throughout the year. We recommend you apply 1-2 months before the start of your desired cohort.

  • Fall: Starts in September
  • Spring: Starts in February
  • Summer: Starts in May-June