Admin and Support Specialist

Job Overview:
The Administrative and Support Assistant will play a key role in ensuring smooth and efficient operations by supporting our front desk specialist with scheduling clients for program eligibility screenings. This position involves managing administrative tasks, coordinating client appointments, and assisting with overall office functions. The ideal candidate will have strong organizational skills, attention to detail, and a commitment to providing exceptional service to clients.

Major Responsibilities:

• Sit at the IRC front desk and assist the front desk specialist in scheduling client appointments for screenings, ensuring accuracy and timeliness.
• Maintain client appointment schedules, updating as needed based on staff availability and client needs.
• Communicate with clients regarding appointment details, reminders, and any rescheduling requirements.
• Coordinate with project navigators, services providers, and other relevant staff to align schedules and ensure efficient service delivery.
• Manage walk-ins, using de-escalation techniques to address potential difficult conversation and maintain a calm, organized environment during peak times.
• Apply trauma-informed care practices to ensure sensitive and respectful interactions with clients who may have experienced significant hardship.
• Handle administrative tasks such as data entry, filing, and preparation of necessary documentation for the project.
• Maintain up-to-date and accurate records of client interactions and services provided.
• Answer phone and email inquiries regarding appointment scheduling, program services, and general office information.
• Attend team meetings, actively participate in office activities, and adhere to all organization policies and procedures.
• Perform other duties as assigned to support the team and improve service experiences for clients.

Job Requirements: Qualifications:

• High school diploma or equivalent required; additional qualifications in administration or related fields preferred.
• Experience in an administrative role, ideally within a non-profit or social services organization.
• Lived experience as a refugee or immigrant or related lived experience preferred.
• Strong organizational skills with demonstrated ability to manage multiple tasks and maintain attention to detail.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and experience with scheduling systems.
• Excellent communication and customer service skills, particularly in a fast-paced, client-facing environment.
• Knowledge and practice of trauma-informed care, with the ability to interact empathetically with clients who have experienced trauma.
• Ability to work as part of a team in a multi-cultural setting and handle sensitive client information confidentially.
• Strong time management skills and ability to meet deadlines while managing competing priorities.
• Bilingual or multilingual skills preferred but not required.
• Valid driver’s license and reliable transportation preferred.

Working Environment:  

• Standard, professional office environment; hybrid remote, office, and field work
• May require occasional weekend and /or evening work

Compensation: 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.

Equal Opportunity Employer: We are an equal opportunity employer and value diversity at our company. We do not discriminate on the basis of race, religion, color, national origin, sex, gender, gender expression, sexual orientation, age, marital status, veteran status, or disability status. We will ensure that individuals with disabilities are provided reasonable accommodation to participate in the job application or interview process, to perform essential job functions, and to receive other benefits and privileges of employment. Please contact us to request accommodation.

US Benefits: The IRC offers a comprehensive and highly competitive set of benefits. All US employees are eligible for sick time, a 403b retirement savings plans: up to 4.5% immediately vested matching contribution, plus an 3-7% additional IRC contribution, and an Employee Assistance Program which is available to our staff and their families to support in times of crisis and mental health struggles.

In addition, full-time employees are eligible for 10 US paid holidays, 20-25 paid time off days, disability & life insurance, medical, dental, and vision insurance (employee contribution starting at $135, $7, and $5 per month respectively) and FSA for healthcare, childcare, and commuter costs. Part-time employees are eligible for a proportionate amount of paid time off. These additional benefits apply to employees who work at least 6 months within a 12 month time period.