Administrative Assistant

Job Posting Organization:
The International Rescue Committee (IRC) was founded in 1933 with the mission to help people whose lives and livelihoods are shattered by conflict and disaster. The organization operates in over 40 countries and has 27 offices across the United States, focusing on leading individuals from harm to home. The IRC is dedicated to providing assistance to those in need, ensuring that they can survive, recover, and gain control of their futures. The IRC is represented by the OPEIU union and adheres to the terms and conditions of a collective bargaining agreement.

Job Overview:
The Administrative Assistant position is crucial as it serves as the central point of contact for clients engaging with the IRC Immigration Legal Services team. This role involves providing comprehensive administrative support while working directly with clients in a dynamic and fast-paced environment. The Administrative Assistant is responsible for maintaining professional standards in capturing accurate information, coordinating client appointments, and facilitating effective communication. Additionally, this position includes outreach efforts to inform the broader community about the services available through the IRC immigration program. The role reports to the Managing Attorney and collaborates closely with all members of the immigration team, ensuring that the needs of clients are met efficiently and effectively.

Duties and Responsibilities:
The Administrative Assistant will be tasked with several key responsibilities, including maintaining up-to-date knowledge of IRC Oakland’s case acceptance policies, which encompass enrollment eligibility criteria across various immigration legal services programs. The role requires conducting preliminary screenings for walk-in clients seeking immigration legal services to assess potential program eligibility and manage scheduling or waitlist inclusion. The Administrative Assistant will schedule appointments for immigration clients with legal assistants, legal representatives, and attorneys, ensuring follow-up through reminder texts or phone calls. A detailed and accurate database of walk-in and returning clients must be maintained, capturing essential biographic information and current contact details. The position also involves answering phone calls, emails, and text messages from clients, resolving common concerns, and logging all communications in the case management software. Tracking inquiries for services and gathering relevant data to inform program operations is essential, as is the opening and logging of all mail related to immigration programs. The Administrative Assistant will create and maintain both virtual and physical case files, ensuring that all case-related documents are scanned, uploaded, and prepared for submission to USCIS. Monthly administrative file reviews will be conducted in coordination with the supervisor, and strict adherence to confidentiality rules and protocols regarding unauthorized practice of law is mandatory. Additional tasks and projects may be assigned as needed.

Required Qualifications:
Candidates must possess strong organizational skills and attention to detail, with a knowledge of or interest in immigration legal services. Effective communication in a multi-cultural environment is required, and experience working with individuals who are Limited English Proficient (LEP) is highly desired. The ideal candidate will be a self-starter with strong problem-solving skills, capable of prioritizing duties and coordinating time effectively in a client-facing, fast-paced position. Proficiency in Microsoft Office applications (Word, Excel, Outlook) and web-based applications (Google forms, Box, ETO, databases) is essential.

Educational Background:
While specific educational requirements are not detailed, a background that supports the administrative and legal functions of the role is beneficial. This may include coursework or training related to office administration, legal studies, or social services.

Experience:
The position requires experience working in a multi-cultural environment and effective communication skills. Experience with individuals who are Limited English Proficient (LEP) is highly desired, indicating that candidates should have a background that demonstrates their ability to engage with diverse populations and understand the challenges faced by clients seeking immigration services.

Languages:
Bilingual proficiency in English and a major client language is highly preferred. Fluency in spoken and written English is mandatory, ensuring effective communication with clients and team members.

Additional Notes:
This is a short-term role with an anticipated end date of September 30, 2026, and it is not eligible for IRC's full benefits package. However, U.S.-based short-term employees will have access to a 403(b) retirement savings plan with employer match, immediate vesting, and a non-elective employer contribution based on age and years of service. Paid sick leave is provided in accordance with policy, and employees can access the Employee Assistance Program (EAP) for confidential counseling and mental health support for themselves and their families.