Administrative Assistant, Immigration Legal Services
remote type: Hybrid
locations: Oakland, CA USA
time type: Full time
posted on: Heute ausgeschrieben
job requisition id: JR00003702
Das International Rescue Committee (IRC) leistet Hilfe bei den schlimmsten humanitären Krisen weltweit und steht von Krieg und Krisen betroffenen Menschen zur Seite, um ihre Gesundheit, Schutz & Sicherheit, Bildung, ihre wirtschaftliche Situation und ihre Selbstbestimmung zu sichern und zu fördern. IRC wurde 1933 auf Initiative von Albert Einstein gegründet und ist eine der weltweit größten internationalen humanitären Nichtregierungsorganisationen (INGO). IRC ist in mehr als 40 Ländern und 29 US-Städten tätig und unterstützt Menschen dabei, zu überleben, die Kontrolle über ihre Zukunft zurückzugewinnen und ihre Communities zu stärken. Im Dienst der Menschlichkeit leisten IRC-Mitarbeitende einen nachhaltigen Beitrag, indem sie Millionen von Menschen Sicherheit, Würde und Hoffnung zurückgeben. Wenn Sie ein*e lösungsorientierte*r, leidenschaftliche*r Wegbereiter*in für Veränderung sind, kommen Sie zu uns, um das Leben von Millionen von Menschen weltweit positiv zu beeinflussen und gemeinsam eine bessere Zukunft zu gestalten.
This position is represented by the OPEIU union and subject to the terms and conditions of a collective bargaining agreement.
IRC Background: The mission of the International Rescue Committee (IRC) is to help people whose lives and livelihoods are shattered by conflict and disaster to survive, recover and gain control of their future. Founded in 1933, the IRC has a presence in over 40 countries and 27 offices in the United States; the IRC leads the way from harm to home.
Job Overview:
The Administrative Assistant will serve as the central point of contact for clients with the IRC Immigration Legal Services team, and provide administrative support to the team. This position involves working directly with clients in a fast-paced environment while maintaining professional standards for capturing accurate information, coordinating client appointments, and facilitating high quality communication. The Administrative Assistant will also conduct outreach to the broader community regarding services available through the IRC immigration program. This position reports to the Managing Attorney, but works closely with all members of the immigration team.
Major Responsibilities:
- Maintain up-to-date knowledge of IRC Oakland’s case acceptance policies, which include enrollment eligibility criteria across immigration legal services programs.
- Conduct preliminary screenings for walk-in clients seeking immigration legal services to determine potential program eligibility and triage scheduling or inclusion on a waitlist.
- Schedule appointments for immigration clients with legal assistants, legal representatives, and/or attorneys; follow up with clients through reminder text messages and/or phone calls.
- Maintain a detailed, accurate and comprehensive database of walk-in clients and returning clients, including basic biographic information, current contact information, and other data as needed.
- Answer phone calls, emails and text messages from clients and resolve common client concerns, such as regarding updated contact information, position on waitlists for services, or estimated USCIS case processing times; follow protocols to appropriately relay questions requiring legal analysis or more detailed case information to team members; and log all client communications in the case management software.
- Track inquiries for services, gathering data to inform program operations and services as identified by the Managing Attorney. Data may include number of walk-in clients, referral sources, waitlist times, and requested services.
- Open and log all mail (USCIS/NVC correspondence) for immigration programs into the case management software.
- Create and maintain virtual and/or physical case files according to standardized model.
- Scan and upload clear and complete copies of case-related documents to Box; print and prepare clear and complete copies of materials to be submitted to USCIS as part of legal filings.
- In coordination with the [supervisor], conduct monthly administrative file review.
- Understand and strictly abide by rules of confidentiality and protocols regarding unauthorized practice of law.
- Other tasks and projects as assigned.
Job Requirements:
- Bilingual English and a major client language highly preferred. Fluency in spoken and written English.
- Strong organizational skills and attention to detail.
- Knowledge of and / or interest to learn about immigration legal services.
- Experience working and communicating effectively in a multi-cultural environment is required; experience with individuals who are Limited English Proficient (LEP) highly desired.
- Self-starter with strong problem-solving skills combined with a solid ability to prioritize duties, coordinate time effectively, and excel in a client-facing, fast-paced position.
- Interest and ability to contribute both independently and as a key team member.
- Proficient in Microsoft Office (i.e. Word, Excel, and Outlook) and web-based applications (i.e. Google forms, Box, ETO, databases).
Work Environment:
- Standard office setting at IRC’s office in Oakland
Compensation: (Pay Range: $22.89-24.00/hr) Posted pay ranges apply to US-based candidates. Ranges are based on various factors including the labor market, job type, internal equity, and budget. Exact offers are calibrated by work location, individual candidate experience and skills relative to the defined job requirements.
This is a short-term role with an anticipated end date of September 30, 2026, and is not eligible for IRC's full benefits package.
U.S. Benefits for Short‑Term Employees: Short‑term roles are not eligible for IRC’s full benefits package. However, U.S.‑based short‑term employees are eligible for a 403(b) retirement savings plan with employer match (immediate vesting) along with a non-elective employer contribution based on age and years of service (3-year vesting), paid sick leave in accordance with policy, and access to the Employee Assistance Program (EAP), which provides confidential counseling and mental health support for employees and their families.
IRC und IRC-Mitarbeitende sind verpflichtet, sich an die Werte und Prinzipien der IRC Way-Standards zu halten. Dieser Verhaltenskodex basiert auf den Grundwerten: Integrität, Einsatz, Verantwortung und Gleichberechtigung.
Cookies: https://careers.rescue.org/us/en/cookiesettings
US-Benefits: Wir bieten ein umfassendes und äußerst wettbewerbsfähiges Paket an Leistungen und Benefits. In den USA umfasst dieses: 10 Krankentage, 10 US-Feiertage, 20-25 bezahlte Urlaubstage – je nach Position und Betriebszugehörigkeit, Krankenversicherung ab 143 USD pro Monat, Zahnversicherung ab 6,50 USD pro Monat und Sehhilfenversorgungab 5 USD pro Monat, FSA für Gesundheits- und Pendlerkosten, einen 403b-Altersvorsorgeplan mit sofortiger Unverfallbarkeit, Invaliditäts- und Lebensversicherung, sowie ein Unterstützungsprogramm, das unseren Mitarbeitenden und ihren Familien in Krisenzeiten und bei psychischen Problemen Beratung und Betreuung bietet.
IRC setzt sich als Arbeitgeber für Chancengleichheit ein. Wir bewerten alle eingehenden Bewerbungen von Personen auf der Basis relevanter Erfahrungen – ungeachtet von Herkunft, Religion, Geschlecht, sexueller Orientierung, Behinderungen, Alter oder anderer durch geltendes Recht geschützter Merkmale.