Who We Are:

The Capital Area Immigrants’ Rights (CAIR) Coalition is the only non-profit organization in the Washington, D.C. area focused exclusively on providing legal assistance to the adult and children immigrants detained by the government in the Capital Region.

Position Summary:

The Office Administrator works with the Operations Manager and Operations Assistant on all operations and staff resources for the organization, while also assisting with technology and administrative issues.

Location: Washington D.C. Some travel to the Baltimore office may be needed.

General Duties and Responsibilities[1]:

Office Administrator

  • Maintain office surroundings and storage areas for office of 64 people
  • Staff reception area, including greeting and announcing visitors to staff
  • Maintain stock lists and orders office supplies and other materials for office, based on office needs and special requisitions submitted by managers
  • Contact vendors regarding upkeep and maintenance of phone, copier, fax machine, and other office equipment
  • Supervise/oversee all mailroom/production center functions including outgoing mail/packages
  • Setup offices for incoming staff or interns


  • Manage set up needs, including room set up, materials and food ordering for all major onsite and offsite meetings
    • Oversee all IT needs for the office; serve as first line for troubleshooting when IT issues arise
    • Maintain stock lists and order IT equipment
    • Assist the Operations Assistant with IT orders and contracts
    • Create policy and procedures for use of equipment

Human Resources

  • Help in the recruitment and onboarding process
  • Assist with new-employee orientations


  • Accounts payable
  • Assist with end of the month reports
  • Maintain the filing system in order

Organizational Services:

  • Ensure the inputting and accuracy of data and case information into shared databases in a timely fashion.
  • Assist other program staff in completion of their workload during high-work/low-bandwidth periods.
  • Engage with internal CAIR Coalition committees and working groups to lend a voice to the growth and strategy of the organization.

Competencies Required:

Substantive Proficiency

The employee demonstrates a growing understanding operational concepts at a level that allows them to function with moderate supervision. The employee looks for professional growth opportunities and puts into practice newly learned concepts and techniques. The employee interacts with internal and external stakeholders in a professional and effective manner.

Programmatic Proficiency

The employee properly prioritizes tasks and projects with minimal oversight and carries our tasks and projects effectively and efficiently. The employee shows a growing independence for management of projects.


The employee ensures that all administrative aspects of their position are carried out without managerial intervention, including timekeeping, file upkeep, database upkeep, etc.


  • Associate’s Degree required Bachelor’s degree preferred; or proven work experience in related field
  • Excellent written and oral communication skills
  • Strong ability to exercise independent judgment
  • Outstanding interpersonal skills
  • Very detail-oriented with excellent problem-solving, organizational, and time-management skills
  • Strong ability to plan and prioritize tasks
  • Competency in Microsoft Office (Word, Excel, PowerPoint) and database management
  • Excels at operating in an fast pace, community environment

Salary & Benefits

Salary commensurate with experience. A generous benefits package that includes medical, dental and vision insurance, four weeks vacation plus all federal holidays. We are an LRAP eligible employer.

How to Apply:

Please email your resume and cover letter to:


Subject: Office Administrator

In your cover letter let me know of your current salary and how you would best describe your approach to working in a busy office environment.  

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

Office Administrator
Job Type