Administrative Assistant Intern

International Rescue Committee • Part-time • Glendale, AZ, United States • 1d ago

The International Rescue Committee (IRC) responds to the world's worst humanitarian crises, helping to restore health, safety, education, economic wellbeing, and power to people devastated by conflict and disaster. Founded in 1933 at the call of Albert Einstein, the IRC is one of the world's largest international humanitarian non-governmental organizations (INGO), at work in more than 40 countries and 29 U.S. cities helping people to survive, reclaim control of their future and strengthen their communities. A force for humanity, IRC employees deliver lasting impact by restoring safety, dignity and hope to millions. If you're a solutions-driven, passionate change-maker, come join us in positively impacting the lives of millions of people world-wide for a better future.

SCOPE OF WORK:

The Administrative Assistant Intern 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. This position reports to the Managing Attorney but works closely with all members of the immigration team.

RESPONSIBILITIES:

Set-up and conduct pre-screenings and intakes with individuals seeking legal services assistance.

Conduct follow-up, including written and telephone communication with applicants and clients regarding documents required, case inquiries and other case related activities.

Schedule appointments for immigration clients with legal assistants, legal representatives, and/or attorneys.

Notify clients of USCIS notices and other case related activities.

Scan and upload clear and complete copies of case-related documents electronically; print and prepare clear and complete copies of materials to be submitted to government agencies as part of legal filings.

Maintain case files by copying, scanning, and inputting information in immigration case management database.

Open and log all mail for immigration programs into the case management software.

Processing and receiving payments from clients and issuing receipts.

Understand and strictly abide by rules of confidentiality and protocols regarding unauthorized practice of law.

Assist with projects and administrative duties as assigned by the Managing Attorney.

LEARNING OUTCOMES:

Apply organizational, communication, problem-solving, and critical thinking skills to effectively address routine and novel situations in a law office setting, through written and verbal communication.

Demonstrate proficiency in records management, office equipment and supplies management, computer technology, and office etiquette.

Apply general knowledge of immigration law terminology and principles to daily tasks.

Demonstrate ability to use both manual and electronic file management systems in compliance with the program policies and procedures.

Draft, edit and rewrite documents and correspondence to produce high quality, professional legal documents.

Model behavior that reflects confidence, competence and professionalism.

Minimum Qualifications:

REQUIREMENTS:

Fluency in spoken and written English. Bilingual preferred: Spanish or Dari.

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.

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, databases).

CLEARANCES:
All offers are contingent on successfully passing background and criminal history checks as required by federal and state law or by IRC policy.

COMMITMENT:

Fall: Minimum of 15 hrs/wk for 14 weeks
Availability during IRC business hours (M-F, 9:00am-5:00pm)
Preference given to applicants able to make a multi-term commitment.

Please note this is an unpaid position at the IRC Phoenix (Glendale) office.

This position reports to the Managing Attorney.

Standard of Professional Conduct:The IRC and the IRC workers must adhere to the values and principles outlined in the IRC Way – our Code of Conduct. These are Integrity, Service, Accountability, and Equality.