Administrative Assistant

Job Posting Organization:
The International Rescue Committee (IRC) is a global humanitarian organization that responds to the world’s worst humanitarian crises, helping people to survive and rebuild their lives. Established in 1933, the IRC has a mission to help those affected by conflict and disaster to recover and regain control of their future. The organization operates in over 40 countries and 26 U.S. cities, employing thousands of staff members who are dedicated to providing assistance and support to vulnerable populations. The IRC focuses on various areas including health, education, economic wellbeing, and safety, ensuring that individuals and communities can thrive in the aftermath of crises.

Job Overview:
The Administrative Assistant will play a crucial role in the IRC Immigration Legal Services team by serving as the primary point of contact for clients. This position requires the individual to provide comprehensive administrative support while working in a dynamic and fast-paced environment. The Administrative Assistant will be responsible for maintaining professional standards in capturing accurate information, coordinating client appointments, and ensuring effective communication. Additionally, the role involves outreach to the community to inform them about the services offered through the IRC immigration program. Reporting to the Immigration Program Manager, the Administrative Assistant will collaborate closely with all members of the immigration team to ensure seamless service delivery and client satisfaction.

Duties and Responsibilities:
The Administrative Assistant will have a variety of responsibilities, including but not limited to: maintaining up-to-date knowledge of IRC Baltimore’s case acceptance policies, conducting preliminary screenings for walk-in clients to assess eligibility for immigration legal services, scheduling appointments for clients with legal assistants and attorneys, and following up with clients through reminder communications. The role also involves maintaining a detailed database of client information, answering inquiries via phone, email, and text, and logging all communications in the case management software. The Administrative Assistant will track service inquiries, gather data for program operations, and manage correspondence related to immigration programs. Additionally, the individual will create and maintain case files, ensure confidentiality, and assist with other tasks as assigned by the Immigration Program Manager.

Required Qualifications:
Candidates for the Administrative Assistant position should possess strong organizational skills and attention to detail. A bilingual proficiency in English and a major client language is highly preferred, along with fluency in spoken and written English. The ideal candidate will have a demonstrated ability to work effectively in a multicultural environment, particularly with individuals who are Limited English Proficient (LEP). A self-starter attitude with strong problem-solving skills is essential, as well as the ability to prioritize tasks and excel in a client-facing role. Proficiency in Microsoft Office applications and web-based tools is also required.

Educational Background:
While specific educational requirements are not explicitly stated, candidates are generally expected to have a high school diploma or equivalent. Additional education or training in administrative support, legal services, or a related field may be beneficial and enhance a candidate's qualifications for this role.

Experience:
The position requires experience in administrative support, particularly in a fast-paced environment. Experience working with diverse populations and individuals with limited English proficiency is highly desired. Candidates should demonstrate effective communication skills and the ability to manage multiple tasks simultaneously while maintaining a high level of professionalism.

Languages:
Fluency in English is mandatory, and proficiency in a major client language is highly preferred. This bilingual capability will enhance communication with clients and improve service delivery.

Additional Notes:
The Administrative Assistant position is based in a standard office setting at the IRC’s office in the United States. The role may require regular evening or weekend activities as needed, and candidates should have access to reliable transportation for off-site work at various programs. The compensation for this position ranges from $21.00 to $23.00 per hour, depending on various factors such as labor market conditions, job type, and individual candidate experience. The IRC is an Equal Opportunity Employer and offers a comprehensive benefits package, including paid time off, medical and dental insurance, retirement savings plans, and an Employee Assistance Program.