the Florence Project is hiring an
The Florence Project was founded in 1989 to respond to a representation crisis for indigent non-citizens detained at the rural Immigration and Customs Enforcement (ICE) Detention Center in Florence, Arizona. Through our programs today, we provide services to thousands of adults, youth, and children detained in Eloy, Florence, Phoenix, and Tucson, Arizona on any given day. In 2001, the Florence Project implemented our Integrated Social Services Program, one of the first of its kind in this field. The Florence Project provides high quality legal and social services and supports initiatives for national changes in immigration law and policy.
The Office Coordinator’s primary focus is to support the Operations Manager with the day-to-day management of the Phoenix office. The Office Coordinator will play a collaborative role in overseeing the office space for staff and clients, managing and maintenance of office equipment, problem-solving basic technology issues, and communicating office procedures and systems to staff. Responsibilities include finding ways to improve workflow, reduce bottlenecks, and increase organizational efficiencies through regular assessment of office and team needs related to security systems, technology furniture, equipment, and supplies.
Essential Duties and Responsibilities:
Tracking, distribution, and support of computer equipment, software and other technologies for staff.
Assist with developing training opportunities for new equipment and software as needed.
Communicate with the organization regarding changes, updates, and issues regarding technology infrastructure.
Support Operation Managers to identify systemic and/or emerging issues and needs with technology.
Support the organization in ensuring the timely completion of tickets with third-party IT Help Desk.
Assist with special projects regarding new technologies
With the Operations team create and maintain a welcoming, supportive office environment, and strong customer service systems for staff and clients. Maintain all office common areas, including reception, breakrooms, supply and copy rooms, file areas, and meeting spaces. Manage workstation and room reservation system.
Foster good working relationships with vendors, service providers, and property management to maintain quality of office space. Point person for day-to-day communications with property management to address all facilities related issues.
Manage inventory of office equipment, including tracking individual items (computers, phones, copy machines).
Ensure all office equipment and systems are functioning properly; stay up to date on issues and keep management informed of trouble spots in advance, before major problems occur and propose cost-effective solutions.
Order office supplies and maintain inventory of supplies. Place supply orders and reconcile receipt of supplies.
Manage office access and alarm systems, including onboarding and offboarding, and training new employees.
Assist in the onboarding process for new hires, including regular participation in training schedule (e.g., office and office systems orientation, equipment set-up, staff introductions)
Assist in the offboarding process such as organizing returned equipment, keys/access cards, badges and other FIRRP materials.
Take lead on file storage such as managing the physical space in the office and maintaining our off-site storage unit.
Assist with special projects related to expansion, furniture, and equipment updates.
Other Duties & Responsibilities:
High School diploma, or GED or equivalent experience can be considered.
Fluency or advanced proficiency in Spanish required.
Ability to troubleshoot basic hardware/software issues and communication with IT vendor for issue resolutions.
Ability to communicate effectively verbally and in writing. Excellent phone and email etiquette.
Demonstrated commitment to advocating for indigent immigrant clients in a respectful and empowering way, zealous support of the Florence Project’s mission, and displays a commitment to diversity and inclusion.
Must be comfortable working with clients with criminal convictions.
Highly organized, able to be an innovative thinker and work in high volume setting with limited resources.
Accuracy and attention to detail a must.
Ability to do repetitive tasks for long periods of time.
Excellent problem solving skills, is able to effectively manage multiple projects and meet deadlines.
Demonstrate to be a hardworking, flexible, respectful team player that can work effectively in a collaborative, innovative, and client centered work environment.
Ability to prioritize and work independently, be adaptable and reliable in the face of conflict, pressure, crisis or changing priorities.
Exhibits high ethical standards and the ability to maintain confidentiality.
Must be able to pass federal and state background checks.
Travel is required for this position.
Must have a valid driver license and reliable transportation.
Proven computer skills. Advanced understanding of basic office applications. Proficient with Microsoft Office (excel, word, PowerPoint). experience with M365 preferred.
Excellent time management skills, an understanding of task-tracking and project management approaches. Ability to work independently and exercise judgment to be able to analyze and solve a variety of questions or problems
Ability to work collaboratively within the Operations team and across organizational teams.
Practice effective team behavior, demonstrate effective interpersonal relationships, and work effectively with diverse populations
Preferred Knowledge, Experience, Skills, and Abilities:
One (1) or more years of previous administrative experience.
Experience with databases and data tracking (e.g., MS 365 systems like excel, outlook, and word).
Additional languages including indigenous languages.
Working Conditions/Physical Demands:
Operate in a professional office environment and requires the ability to sit for long periods of time with intermittent walking, standing, bending, squatting, pulling and pushing.
Ability to use standard office equipment such as scanners, computers, keyboards, phones, shredders, photocopiers, and filing cabinets.
Requires the ability to lift up to ten pounds -- accommodations may be available.
Requires travel regularly between offices, and secondary work locations.
Effective September 1, 2021, FIRRP has implemented a mandatory COVID-19 vaccine policy. To comply with this policy, active employees must be fully vaccinated by October 15, 2021. Employees seeking an exemption due to a medical condition or sincerely-held religious belief should contact our Human Resources Department at email@example.com. Please acknowledge you've read the statement above.
Salary & Benefits
This is a full-time position. Salary is competitive for our field and geographical area and is commensurate with experience: $41,000-$52,000 Annually. We strive to create and uphold a positive, supportive, and inclusive work environment for all staff.
We offer excellent benefits, including:
Medical plans including health, dental, vision coverage, subject to plan terms
Short Term Disability
Eligibility for group benefits such as voluntary life insurance, subject to applicable waiting periods
Retirement plan, subject to plan terms
Paid Time Off earned on a biweekly accrual basis- Twenty-five (25) Days of Vacation Time, annually
Five (5) Days of Medical/Sick Time, annually
One (1) Day of Personal Time, monthly
Eight (8) Week Paid Sabbatical, after three years of employment
Company-paid federal holidays, all observed
Eligible for Parental Leave which includes Twelve (12) paid weeks
Mileage reimbursement for travel between offices and places of work.
Relocation Assistance for out of state new hires available for some positions.
This is an immediate opening. Salary is commensurate with experience. The position will remain open until we receive enough qualified applicants. To apply, please submit a cover letter detailing your interest in the position as well as your resume, three professional references. Applications will be reviewed on a rolling basis, and candidates are encouraged to apply early. Only those selected for an interview will be contacted. The Florence Project values diversity in the workplace and strongly encourages applications from people of color, LGBTQ individuals, persons with disabilities, and members of underrepresented communities.
At FIRRP, we recognize that people come with a wealth of experience and talent beyond just the requirements of a job. If your experience is close to what you see listed in our current job opportunities, please still consider applying. Diversity of experience and skills combined with passion is a key to innovation and excellence, which is very much valued at FIRRP. Therefore, we encourage people from all backgrounds to apply to our positions. Please let us know if you require accommodations during the interview process.
This job announcement is for informational purposes only and is subject to change and modification without notice. This job announcement includes a non-exhaustive list of responsibilities, qualifications and requirements of the position, but does not necessarily include all the job functions of the position. This position is eligible for membership in the union Proyecto Solidaridad-FIRRP affiliated with OPEIU Local 251.