Administrative Assistant

Job Posting Organization:
The International Rescue Committee (IRC) is a global humanitarian organization that responds to the world's worst humanitarian crises. Founded in 1933, the IRC has been dedicated to helping people affected by conflict and disaster to survive, recover, and rebuild their lives. With a mission to restore dignity and hope to those in need, the IRC operates in over 40 countries and 26 U.S. cities, employing thousands of staff members who work tirelessly to provide essential services and support to vulnerable populations. The organization focuses on various sectors, including health, education, economic wellbeing, and protection, ensuring that the needs of the most marginalized communities are met effectively and compassionately.

Job Overview:
The Administrative Assistant position is a vital role within the IRC Immigration Legal Services team, serving as the primary point of contact for clients seeking assistance. This role requires a proactive individual who can thrive in a fast-paced environment while maintaining high professional standards. The Administrative Assistant will be responsible for accurately capturing client information, coordinating appointments, and facilitating effective communication between clients and the immigration team. Additionally, the role involves outreach efforts to inform the community about the services offered by the IRC immigration program. Reporting directly to the Immigration Program Manager, the Administrative Assistant will collaborate closely with all team members to ensure seamless service delivery and client satisfaction.

Duties and Responsibilities:
The Administrative Assistant will undertake a variety of responsibilities, including but not limited to: maintaining up-to-date knowledge of IRC Silver Spring’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 comprehensive 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 to inform program operations, and manage incoming mail related to immigration cases. Furthermore, the position requires the creation and maintenance of case files, scanning and uploading documents, and conducting monthly administrative file reviews. Adherence to confidentiality protocols and other tasks assigned by the Immigration Program Manager are also essential components of this role.

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. Knowledge of immigration legal services is beneficial, and experience working in a multicultural environment is required. The ideal candidate will be a self-starter with excellent problem-solving abilities, capable of prioritizing tasks effectively in a client-facing role. Proficiency in Microsoft Office applications and web-based tools is necessary to perform the job efficiently.

Educational Background:
While specific educational requirements are not explicitly stated, a background in administration, social services, or a related field is advantageous for this position. Candidates should demonstrate a commitment to learning about immigration legal services and the challenges faced by clients in this area.

Experience:
The position requires experience in administrative roles, particularly in environments that involve client interaction and support. Experience working with individuals who are Limited English Proficient (LEP) is highly desired, as it reflects the diverse clientele the IRC serves. Candidates should have a proven track record of effective communication and organizational skills in a fast-paced setting.

Languages:
Fluency in English is mandatory, and proficiency in a major client language is highly preferred to effectively communicate with the diverse client base served by the IRC.

Additional Notes:
This position is based in a standard office setting at the IRC’s Silver Spring office, with potential evening or weekend activities as needed. Reliable transportation is required for off-site work at various program locations. The role is union eligible and represented by the OPEIU union, subject to collective bargaining agreements. Compensation for this position ranges from $21.00 to $23.00 per hour, depending on various factors such as labor market conditions and individual candidate experience. The IRC is committed to equal opportunity employment and adheres to professional standards that promote integrity, service, equality, and accountability. The organization offers a comprehensive benefits package, including paid time off, medical and dental insurance, retirement savings plans, and an Employee Assistance Program.