Job description

Office Coordinator
Dallas, TX (in-person)

This is a full time in person position.

Must be in the office Monday-Friday from 9am-5pm

Position Summary

HRI seeks a passionate human rights advocate to join our team as Office Coordinator.
Responsibilities include (but are not limited to) welcoming all visitors, reception duties, handling and distribute the mail, ordering of supplies, and assisting with initial client intakes. The Office Coordinator will also assist in keeping the office organized by implementing and maintaining office systems. This position will have a high level of client facing duties. This position reports to the Legal Assistant & Case Management
Coordinator.

The Office Coordinator will display competency and sensitivity in dealing with low socioeconomic and limited-English-proficient clients and in providing trauma-informed front desk services.

About HRI

For the past 22 years, HRI has provided legal and critical social services for courageous and resilient immigrant survivors of human rights abuses from all over the world. HRI has a budget of approximately $1.475M, funded primarily through private sector giving.
We use the Consultation and Proximity (CAP) and MOCHA models for individual and programmatic decision-making. We conduct much of our organizational decision-making through staff-led committee recommendations and consensus processes, which often include thinking periods, opportunity for written comment, anonymous polling, and facilitated discussion. HRI is in the midst of an organizational transformation and growth process, which began in Spring 2021 with an all-staff participatory budgeting process and staff-led development of a transparent, equitable compensation structure, and continues in coming months as a strategic planning process and internally focused race equity work.

HRI is currently following a safety protocol due to COVID-19. For more information about how this impacts HRI staff, please click here. HRI requires employees to be fully

vaccinated for COVID-19 as defined by the CDC, subject to applicable, verified accommodation requests.

Office Coordinator Responsibilities

Front Desk and Mail (70%)

Receptionist Duties:

• Client and visitors:
• Greet, direct, and check in visitors, guests, and clients at the front desk. o Notify the appropriate staff member when visitors or clients arrive.
• Assist staff to receive or provide client documents.
• Phones and emails:
• Handle incoming calls and messages to the organization’s main line.
• Respond to organization emails and forward them to the appropriate staff member.
• Maintain logs for the types of services requested from potential clients.
• Route calls to the appropriate staff member.
• Conduct phone intakes, including financial screenings:
• Schedule and maintain initial intakes and any necessary follow up.
• Gather legal documents and upload them into the organization’s case management system.
• Contact clients about their initial appointments.
• Legal Community Collaboration:
• Contact other immigration nonprofits in the Dallas/Ft. Worth area to determine whether they are open or closed to new cases.
• Provide a monthly update to staff on which organizations are open in the area.
• Provide referral sheet to walk-ins.
• Maintain the upkeep of the lobby area and intake rooms and replenish materials as needed.

Mail:

• Distribute and scan all incoming mail including checks to the appropriate staff member.
• Prepare outgoing mail every business day.
• Receive the organization’s deliveries.

Misc.:

• Occasional interpretation or translation of documents (English-Spanish or Spanish-English) as needed.
• Partner with other departments within the organization on projects including events or social media requests.
• Assist the Executive Director with scanning and shredding of files.
• Committee work: serve on staff committees that support the organization’s policies and decision-making process.

Vendor Management (15%)

• Serve as liaison, contact, administrator for phone and internet issues (working with our IT provider).
• Evaluate current hardware and software systems in coordination with Executive Director.
• Handle copier lease & coordinate copier maintenance requests.
• Order office supplies (Amazon, Quill, Oak Cliff Paper Company, office water, etc.).

Office Management (15%)

• Place maintenance requests to landlord when appropriate.
• Book conference rooms and other office-wide scheduling.
• Manage external requests for meetings with HRI staff members.

Qualifications

Essential Qualifications

• Bilingual language skills in Spanish are required.
• Spanish language skills will be evaluated as part of the interview process.
• Commitment to DEI values of the organization.
• Organized, flexible, able to multi-task, and excellent time-management skills.
• Outstanding attendance and punctuality.
• Excellent client service skills and the ability to promote and maintain a strong commitment to the mission and values of the organization.
• Ability to work independently and as part of a team.
• Proficiency using Microsoft suite products and willingness to learn and use cloud- based case management software.
• Committed to equity, racial justice, authentic communications, uniting with impacted communities, and continual learning.
• Provide support and contribute to a working environment in which all individuals are respected regardless of their individual differences.
• Ability to maintain strict confidentiality and willingness to sign a confidentiality agreement.
• Excellent communication skills, both oral and written.
• Commitment to HRI’s mission.

Preferred Job Qualifications:

• 1-2 years of experience in client-facing reception duties.
• Prior experience as an Office Coordinator/Office Manager.
• Some legal and/or immigration background.
• Experience working with survivors of trauma.
• Experience working with children.

Salary and Benefits

The position is a full-time exempt position. Salary range is $53,550-$56,050 commensurate with experience and in accordance with HRI’s salary scale. HRI’s salary scale determines exact salary amount based on years of relevant prior experience.
Benefits include employer-paid health care, 17 days of paid time off, and other benefits.

Physical Demands

• Able to work on a computer, including sitting at a desk, for extended periods of time.
• Able to read a computer screen. Manual dexterity to operate a keyboard.
• Able to speak clearly on the phone and in person.
• Able to occasionally lift objects weighing up to 10 pounds.
• Must successfully undergo background check upon hire and sign confidentiality agreement.
• Some weekend and evening presence required at HRI events.

Human Rights Initiative of North Texas is an Equal Employment Opportunity employer and does not discriminate on the basis of race, ethnicity, national origin, religion, socioeconomic status, sex, sexual orientation, gender identity and expression, age, disability, marital status, or veteran status. Candidates from immigrant, global majority, and diverse backgrounds are strongly encouraged to apply.

We are a fair chance employer. A criminal background check will be conducted prior to finalizing an offer of employment.

Job Type: Full-time

Pay: $53,550.00 - $56,050.00 per year

Benefits:

• Dental insurance
• Flexible spending account
• Health insurance
• Paid time off
• Vision insurance

Schedule:

• 8 hour shift
• Monday to Friday

Ability to commute/relocate:

• Dallas, TX 75204: Reliably commute or planning to relocate before starting work (Required)

Experience:

• Microsoft Office: 1 year (Preferred)
• Administrative experience: 1 year (Preferred)

Language:

• Spanish (Required)

Work Location: One location

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