Administrative Assistant - Immigration Legal Services

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. The IRC is dedicated to leading the way from harm to home, providing essential support and services to those in need.

Job Overview:
The Administrative Assistant will play a crucial role as the central point of contact for clients interacting with the IRC Immigration Legal Services team. This position requires providing comprehensive administrative support while working directly with clients in a dynamic and fast-paced environment. The Administrative Assistant is expected to maintain high professional standards, ensuring accurate information capture, coordinating client appointments, and facilitating effective communication. Additionally, the role involves outreach to the community to promote the services offered by the IRC immigration program. The position reports to the Managing Attorney and collaborates closely with all members of the immigration team, making it essential for the candidate to be adaptable and proactive in their approach to client service and administrative tasks.

Duties and Responsibilities:
The Administrative Assistant will be responsible for maintaining up-to-date knowledge of IRC Oakland’s case acceptance policies, including enrollment eligibility criteria across immigration legal services programs. Key duties include conducting preliminary screenings for walk-in clients to assess potential program eligibility, 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 and email, and logging all communications in the case management software. The Administrative Assistant will track service inquiries, gather data to inform program operations, and manage correspondence related to immigration programs. Additional responsibilities include creating and maintaining case files, scanning and uploading documents, conducting monthly administrative file reviews, and adhering to confidentiality protocols. The role may also involve other tasks and projects as assigned by the supervisor.

Required Qualifications:
Candidates must be bilingual in English and a major client language, with fluency in both spoken and written English being essential. Strong organizational skills and attention to detail are critical, along with a willingness to learn about immigration legal services. Experience in multicultural environments and with individuals who are Limited English Proficient (LEP) is highly desired. The ideal candidate should 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 required, as well as the ability to work independently and as part of a team.

Educational Background:
While specific educational requirements are not detailed, a background that supports the skills needed for administrative support in a legal context is beneficial. This may include coursework or experience related to legal studies, social services, or administrative support.

Experience:
The position requires experience working in a fast-paced environment, particularly in roles that involve direct client interaction and administrative support. Experience in immigration legal services or a related field is advantageous, as is familiarity with case management systems and client communication protocols.

Languages:
Bilingual proficiency in English and a major client language is highly preferred. Fluency in spoken and written English is mandatory, while additional language skills may enhance the candidate's suitability for the role.

Additional Notes:
This is a short-term role with an anticipated end date of September 30, 2026, and it is not eligible for the full benefits package offered by IRC. However, short-term employees in the U.S. are eligible for a 403(b) retirement savings plan with employer match, paid sick leave, and access to the Employee Assistance Program (EAP) for mental health support. The position is based in a standard office setting at IRC’s office in Oakland.