Job Overview:
We are seeking an Administrative Assistant to join our Immigration Legal Services team. This role is vital as the primary point of contact for clients, providing essential administrative support in a dynamic environment. The successful candidate will interact directly with clients, ensuring accurate information capture, coordinating appointments, and facilitating effective communication. Additionally, the Administrative Assistant will engage in outreach efforts to inform the community about the services offered by our immigration program. This position reports to the Immigration Program Manager and collaborates closely with all team members.
Key Responsibilities:
- Stay informed about IRC Baltimore’s case acceptance policies, including enrollment eligibility criteria for immigration legal services.
- Conduct initial screenings for walk-in clients seeking immigration services to assess eligibility and manage scheduling or waitlist inclusion.
- Schedule appointments for clients with legal assistants, representatives, or attorneys, and send reminder notifications via text or phone.
- Maintain an accurate and comprehensive database of walk-in and returning clients, including personal and contact information.
- Respond to client inquiries through phone, email, and text, addressing common concerns such as updated contact details and waitlist status. Escalate complex questions to the appropriate team members and log all communications in the case management software.
- Track service inquiries and gather data to inform program operations, including the number of walk-in clients and waitlist times.
- Open and log all correspondence related to immigration programs into the case management system.
- Create and manage both virtual and physical case files according to established standards.
- Scan and upload case-related documents to Box and prepare copies for USCIS submissions.
- Collaborate with the supervisor to conduct monthly reviews of administrative files.
- Adhere strictly to confidentiality rules and protocols regarding the unauthorized practice of law.
- Perform additional tasks and projects as assigned by the Immigration Program Manager.
Job Requirements:
- Bilingual in English and a major client language is highly preferred; fluency in spoken and written English is essential.
- Strong organizational skills and attention to detail are required.
- Knowledge of or a willingness to learn about immigration legal services.
- Experience working in a multicultural environment is necessary; experience with Limited English Proficient (LEP) individuals is highly desired.
- Self-motivated with excellent problem-solving skills and the ability to prioritize tasks effectively in a fast-paced, client-facing role.
- Ability to work independently and as an integral part of a team.
- Proficiency in Microsoft Office (Word, Excel, Outlook) and web-based applications (Google Forms, Box, ETO, databases).
Work Environment:
- Standard office setting at IRC’s Baltimore location, with occasional evening or weekend activities as needed.
- Reliable transportation is required for off-site work at various program locations (e.g., schools, community centers).
Compensation:
- Pay Range: $21.00 – $23.00 per hour. This range applies to U.S.-based candidates and is determined by factors such as the labor market, job type, internal equity, and budget considerations.
Equal Opportunity Employer:
IRC is committed to diversity and inclusion, considering all applicants based on merit without regard to race, gender, color, national origin, religion, sexual orientation, age, marital status, veteran status, disability, or any other characteristic protected by law.
Professional Standards:
All IRC employees must adhere to our core values of Integrity, Service, Equality, and Accountability. We enforce policies on safeguarding, conflicts of interest, and reporting wrongdoing, ensuring a safe environment for all.
U.S. Benefits:
We offer a competitive benefits package, including 10 sick days, 10 holidays, 20-25 days of paid time off, affordable medical, dental, and vision insurance, FSA options, a 403(b) retirement plan with matching contributions, disability and life insurance, and an Employee Assistance Program for staff and their families.
How to Apply:
Interested candidates are encouraged to apply through our website.
