Administrative Assistant & PT INPR

The U.S. Committee for Refugees and Immigrants (USCRI), established in 1911, is a nongovernmental, not for-profit international organization dedicated to addressing the needs and rights of refugees and immigrants. USCRI, working with nearly 200 affiliates, provides legal, social, and health services to refugees, unaccompanied migrating children, trafficking survivors, and other immigrants in all 50 states, El Salvador, Honduras, Kenya, and Mexico. USCRI advocates for the rights of refugees and immigrants both nationally and globally, helping to drive humanitarian policies, practices, and law. To learn more about our work, please visit our website at www.refugees.org. 

OVERVIEW

Under the supervision of the Language Access Program Manager (PM), the Administrative Assistant Interpreter Coordinator will work to support the interpretation and translation program by performing administrative and clerical functions. This position will involve handling confidential and sensitive matters, managing daily scheduling operations, maintaining a comprehensive filing system, and coordinating the PM’s calendar. Additionally, responsibilities include organizing workflow, conducting training sessions, and attending department meetings. The role also entails researching language access and policy issues, scheduling interviews and meetings as needed, preparing reports, and relaying information to clients, customers, and community partners. The position will provide support to interpreters and customers and field a variety of inquiries. This position requires the ability to think critically and work independently, prioritize conflicting needs, handle matters expeditiously and proactively, and follow through on projects to their successful completion, within strict deadlines.

Hours will be: 6:30am - 9:30 am and 4:00pm - 6:00pm; work can be performed off-site upon approval.

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Work closely with the Program Manager of Language Access and the Coordinator for Language Access.

• Willing and able to accept all interpretation and translation requests without exception in the 

language(s) of fluency, whether in-house or for a customer.

• Be prepared to accept urgent requests for interpretation from customers and/or be the interpreter of last resort if no other interpreter on the roster is available to fulfil the request. 

• Handle all translation requests in an organized and timely manner, including providing the necessary formatting before submitting the finished translations to the customer.

• Handle walk-in interpretation and translation requests, including ensuring the preparation of 

certificates of translation by the translator and providing a notarized document from the Language Program in consultation with the Program Manager and Coordinator. 

• Independently handle day-to-day scheduling of interpretation and translation requests.

• Field all interpreter and translation requests entered in the Interpreter Intelligence (II) scheduling system, sent by email, text message or relayed by phone call.

• Review and independently manage the language access program Inbox and respond to inquiries promptly.

• Work towards improving the day-to-day operations of the Language Access Program. 

• Provide support to recruits to navigate the ADP system and assist them in uploading documentation as needed. 

• Maintain good working relations with USCRI/Human Resources to support interpreters with any queries. 

• Ensure interpreters comply with both organizational and national standards of practice. 

• Maintain updated and accurate records and files for interpreters, including health records, training, and certifications required to work in a medical setting, as per state and contractual regulations. 

• Ensure interpreters comply with contractual obligations such as the annual Cornerstone training by UVMMC, mandatory language skills testing, any training required by USCRI, vaccine requirements, TB testing, Covid vaccines, and update personnel files accordingly. 

• Entering data, filling forms, keeping records, assisting interpreters and customers, answering phones, responding to client inquiries, preparing business correspondence, and managing the Language Access Program Managers' calendar.

• Provide ongoing support to interpreters and customers as needed, including technical support on how to navigate the II scheduling system and the on-demand phone APP. 

• Provide training to interpreters and customers in navigating the scheduling system and the on-demand phone APP.

• Maintain a good working relationship with the Interpreter Intelligence and BPIN staff and with other field offices, such as Cleveland, Ohio, that provide interpretation services. 

• Preparation of ID badges for Interpreters.

• Communicate clearly and effectively with internal and external parties with the highest level of accuracy and attention to detail.

• Perform other job-related duties as assigned by the Language Access Program Manager. 

All the above duties and responsibilities are essential job functions subject to reasonable accommodation. All job duties listed are not exhaustive, and other job-related duties may be assigned as required by the supervisor.

COMPETENCIES

PROFESSIONALISM: Knowledge of and exposure to other cultures and differing world views. Ability to evaluate and integrate information quickly. Show pride in work and in achievements; demonstrate professional competence and mastery of English and the target language(s); is conscientious and efficient in meeting commitments, observing deadlines and achieving necessary results; is motivated by professional rather than personal concerns; shows persistence when faced with complex problems or challenges; remains calm in stressful situations and effectively communicates with the supervisor and leadership team. 

TEAMWORK: Works collaboratively with colleagues to achieve organizational goals, solicits input by genuinely valuing others’ ideas and expertise; is willing to learn from others; places team agenda before personal agenda and remains in close communication with both the Language Access Program manager and the Administrative Assistant Language Access. 

DETAIL ORIENTED: Accurate, punctual, self-organized, meets deadlines and produces work with few errors. 

MOTIVATED: Works with an inner drive to expand abilities and take on more responsibility. Require no prompting from the Program manager to deliver their best work. Works proactively, seeking additional tasks to enhance knowledge or understanding of a topic. 

ADAPTABLE: Able to pivot and deal with changing role responsibilities and support other team members as needed. Help build resilience within an organization by possessing competencies for many roles.

TIME MANAGEMENT: Meets project deadlines, organizes tasks efficiently, and understands how to prioritize critical tasks. Seeks to execute tasks within a pre-defined time limit. Able to manage tasks and set realistic deadlines that are followed through on.

POSITION REQUIREMENTS

• Associate’s degree in business administration, marketing, communication, or a related field, or 

equivalent experience required.

• A minimum of 2 years of experience in an administrative support role is required.

• Experience working with a non-profit organization is preferred.

• Fluency in two or more languages is essential. 

• High proficiency in Microsoft Office: Word, PowerPoint, Outlook, and Excel are required.

• Excellent verbal and written communication skills.

• Demonstrated ability to achieve high-performance goals and meet deadlines in a fast-paced environment.

• Ability to prioritize workload, multitask, and pay close attention to detail and accuracy.

• Strong interpersonal skills to effectively interact with all levels of staff and the capacity to work independently as well as in collaboration with others is required.

• Ability to practice discretion and maintain strict confidentiality and security of sensitive information; and

• Demonstrated support of USCRI’s values by exhibiting respect for others, maintaining confidential 

information, and showing an appreciation of a multicultural workplace.

TRAINING REQUIREMENTS

• Satisfactory Completion of USCRI’s Orientation and Training.

• Satisfactory completion of the Language Access Program’s training

• Satisfactorily complete 60-hour medical and community interpreter training

• Complete Mandatory Reporting Training 

• Complete additional training as identified by supervisor or Human Resources.

PHYSICAL DEMANDS

• Use of manual dexterity, tactile, visual, and audio acuity.

• Use of repetitive motion, prolonged periods of sitting and standing, and sustained visual and mental applications and demands.

• Occasional lifting (up to 25 pounds), bending, pulling, and carrying; and

• Ability to remain calm and composed under stress.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

EQUAL EMPLOYMENT OPPORTUNITY

U.S. Committee for Refugees and Immigrants is an equal opportunity employer. We maintain a policy of equal employment opportunity without regard to race, color, national origin, ancestry, religion, sex, sexual orientation, gender identity, domestic partnership status, marital status, physical or mental disability, AIDS/HIV status, age, political affiliation, genetic information, veteran status or any other characteristic protected by applicable law.