Office Coordinator (Temporary), USBP

San Diego | Washington D.C

The primary responsibility of the US Border & Programs Office Coordinator (OC) is the administrative management of the office. The OC will be responsible for the smooth operation of the US&BP office. H/She will work closely with the management staff H/She will.

The primary responsibilities include general office/facilities matters, ensure all office supplies are adequate and office protocols are followed and provides an array of administrative assistance to the US&BP staff in the areas of: communications; networking; office reception; travel and other logistics (including special events); information storage, retrieval & circulation; and maintenance of information systems. The position is full time for approximately 6 months.

Key Duties and Responsibilities:

1. Administrative

  • General facility administration – point of contact for building management and vendors;
  • Office supply coordination - local purchases and/or ordering materials ensuring that office supplies are inventoried and kept in sufficient quantities for optimal office efficiency;
  • Equipment administration/maintenance – monitor onsite equipment: i.e. computers, fax machines, phones, printers, etc., reporting problems and arranging for support/repair/assistance, as needed;
  • Calendar administration – manages, prepares and submits a written monthly calendar (including prioritization of activities & tasks) for US&BP staff meetings;
  • General administration –preparation of staff expense reports, assisting with presentations, printing, binding, check requests, etc.;
  • Develop office internal control protocols as needed;
  • Assist in the documentation of GAAP-in-kind;
  • Others duties as assigned by the Director of US&BP, FD and Sr. PM.

2. Communications

  • Assists in responding to public inquiries via telephone, fax, mail, electronic mail, etc., including sending/receiving international communications;
  • Reception – answers phone, greets & orientates: PCI staff, vendors and other guests;
  • Assists in providing any information and/or data requested by US&BP staff (annual report, newsletter, fact sheets, web page, etc.) as needed.

3. Networking

  • Event coordination - assist staff to raise PCI’s profile at local US&BP events, facilitate the planning, organization, and implementation of PCI US&BP events.

4. Program Support

  • Assists with presentations – word &/or excel, design, editing/formatting, printing, binding, timely delivery;

5. Information Management

  • Assists in the streamlining and improvement of current information systems, including US&BP electronic and hard copy filing systems;
  • Manages systems for communication and coordination (such as electronic filing);
  • Assists in the development, maintenance and coordination of database information systems (such as US&BP contacts).

6. Travel and other logistics

  • Facilitates scheduling of travel, special events, meetings, etc.;
  • Provides logistical support and administration for special events, meetings, etc.;
  • Arranges domestic and foreign travel, lodging and related for US&BP staff as needed; Required Skills

  • Associates degree or 2 extra years of experience required.

  • 1-2 years of professional experience in office management role.

  • Bilingual English/Spanish required

  • Excellent communication skills including writing, verbal and interpersonal relations and cross-cultural communication mandatory.

  • Strong computer skills in spreadsheet use (Preferred: MS Excel) mandatory.

  • Capacity for independent thinking and excellent analytical skills.

  • Ability to meet deadlines and work under pressure.

  • Demonstrated ability to function as a team member of a fluid organization.

  • Attention to detail-must approach work in a meticulous and thorough manner.

  • Ability to maintain the strictest confidentiality with sensitive information.

  • Participate in PCI’s innovation efforts and in teams on innovation initiatives.

  • A passion for the mission and values of PCI.

Before applying, please make sure that you have read the requirements for the position and that you qualify.
Applications from non-qualifying applicants will most likely be discarded by the recruiting manager.
  • Organization: Project Concern
  • Location: San Diego | Washington D.C
  • Grade: Junior
  • Occupational Groups:
  • Closing Date: 2016-12-01

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