Office Operations Associate

Description:

The Capital Area Immigrants' Rights (CAIR) Coalition is now Amica Center for Immigrant Rights (“Amica Center” for short). Click here to learn more about our new name. Since our founding in 1999, we have grown significantly and added new services to support immigrants in detention. Recently, Amica Center has outgrown our name, expanding beyond our initial services and geographic boundaries.

“Amica” is the Latin word for “friend,” and that echoes the way we approach what we do. Just as friends stand with one another, Amica Center stands with our clients to achieve the safety, stability, and opportunity we all deserve.

We are the only non-profit organization in the Washington, D.C. area that is exclusively focused on providing legal assistance to adult and child immigrants detained by the government in the Capital Region and beyond.

Our Work Environment

Amica Center's Operations department is a highly collaborative work environment. We are responsible for providing HR (Human Resources), IT, and financial support to a growing organization with over 100 employees. The people operations team mission is to attract, recruit, hire, develop, retain, and support highly qualified personnel who enable Amica Center to achieve its mission and strategic goals.

Position Summary

The Office Operations Associate is a highly organized and proactive individual who will join the People Operations team and provide support with office operations, logistics, and administrative duties to ensure a smooth and effective workspace. This is a part-time temporary position with the possibility of becoming permanent, contingent upon ongoing departmental needs, available funding, and/or strong performance.

General Duties and Responsibilities [1]

Office Move

• Assist the administrative office manager with coordinating the office relocation, including working with vendors, Amica Center MD staff, and building management.
• Assist in packing, labeling, and inventory tracking of office supplies, equipment, and furniture.
• Coordinate and be present for IT and furniture installation while obtaining necessary approvals.
• Setup new office spaces, printers, and create instructions for MD staff on office access and use of equipment.

Office Administration

• Manage office supplies and inventory and maintain an organized and well-stocked workspace.
• Serve as the first point of contact for visitors, clients, and employees requiring office assistance.
• Assist with meeting coordination, office maintenance, and vendor communication.
• Support onboarding and offboarding for MD-based staff.
• Provide office coverage as needed for the DC office.
• Maintain an up to date IT inventory for both the DC and MD office.
• Assist with IT projects as needed.

[1] This list is illustrative and not intended to be a complete classification of all job functions or tasks.

Additional Role-Specific Details

Position Type

Part-time, non-exempt. The candidate can expect to work 15-21 hours per week. This position is expected to run from April 21, 2025, through August 31, 2025. Extension beyond this period is not guaranteed and will be contingent upon ongoing departmental needs, available funding, and/or strong performance.

While the Administrative Office Manager will strive to maintain a regular work schedule, there may be times when work demands exceed the norm. These situations may arise due to unforeseen circumstances. During these times, it may be necessary to extend the working hours to ensure tasks are completed within the required time frame.

Reports To

Administrative Office Manager

Supervisory Responsibility

None

Hiring Timeline

Applications will be reviewed on a rolling basis until the position has been filled.

Salary [2]

Hourly rate of $25.00

[2] In 2018 Amica Center implemented a compensation framework to be more straightforward, transparent, and provide assurance of internal equity. The compensation model we use is based on an individual's position and years of relevant work experience to avoid salary discrepancies and to reduce the risk of racial, gender, or other forms of bias affecting a candidate's salary.

Location

Amica Center follows a hybrid work environment. This position is based from our Baltimore, MD office and the candidate must work from the office two-days a week.

Travel

This position may require occasional travel to Amica Center's Washington, DC office

Telework

Amica Center operates a hybrid work environment where staff are required to work at least one day per week in-office, but some roles require more office/on-site attendance or travel.

COVID-19 Vaccination

All employees are required to be fully vaccinated and boosted against COVID-19. To be fully vaccinated means having completed the full dosages required for the type of vaccine obtained as designated by the CDC. If boosters are subsequently recommended by the Centers of Disease Control and Prevention (CDC) then employees will be required to receive the booster within thirty (30) days of their eligibility to access the boosters.

Benefits

Amica Center's benefits package includes:

• Free gym access located in Washington, D.C or Baltimore, MD (dependent on employee's primary office)
• Flexible working hours after successful completion of trainings and with approval of supervisor
• Pre-tax commuter benefits for those living in the DMV
• Eligibility for data reimbursement payments totaling: $300 on an annual basis

Paid time off includes:

1. 4 hours of personal time off
2. 94 hours of sick time accrued every two weeks
3. 2 hours of volunteer time off

• Federal holidays

At Amica Center, we embrace the fact that talented individuals come from diverse backgrounds and life experiences. We believe that diversity in all dimensions of the organization supports and bolsters the innovative thinking essential to our success. Amica Center values your unique perspectives, skills, and potential, and we are committed to providing equal opportunities for growth and development. If you are passionate about Amica Center's mission and are excited to contribute your talents to our team, we encourage you to submit your application. Candidates from traditionally underrepresented groups are strongly encouraged to apply. If you are a candidate with a disability and require accommodations to apply for this position, please contact us at HR@amicacenter.org.

EEO Statement

Amica Center for Immigrants' Rights is an equal opportunity employer. In accordance with anti-discrimination law, this policy's purpose is to effectuate these principles and mandates. Amica Center prohibits discrimination and harassment of any type and affords equal employment opportunities to employees and applicants without regard to race, color, religion, sex, sexual orientation, gender identity or expression, pregnancy, age, national origin, disability status, genetic information, protected veteran status, or any other characteristic protected by law. Amica Center conforms to the spirit as well as to the letter of all applicable laws and regulations.

Our Anti-Racism Statement:

https://amicacenter.org/becoming-anti-racist/

How to Apply:

Submit your resume and a writing sample with your Paylocity application.

Requirements:

Competencies Required

Adaptability and Flexibility: Adjusting to changing office needs rapidly, relocation processes, and evolving responsibilities. Communication: Strong verbal and written communication skills for coordinating with vendors, staff, and management. Organization and Attention to Detail: Ability to manage multiple tasks, track inventory, and maintain an orderly workspace.

Qualifications Required

• Highly organized and detailed oriented.
• Strong proactive problem solving skills.
• Must reside within a 30-mile radius of the Baltimore, MD office.
• Demonstrated ability to stay calm, professional, and supportive while handling multiple inquiries.
• Strong interpersonal skills and emotional intelligence.
• Minimum of two years of working experience working in an office setting.
• Excellent communication skills.
• Experience with Microsoft Office 365, Legal Server, Zip Car Management, Zoom, and proficiency in office software and equipment.
• Flexibility in scheduling and ability to work independently.

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