Interpreting & Translation Services Program Assistant

Organizational Description:

Journey's End Refugee Services, Inc. is an equal opportunity employer and seeks to employ the best-qualified personnel without regard to race, religion, color, national origin, citizenship, age, sex, gender identity, marital status, or any other reason prohibited by law. 

Journey’s End Refugee Services, Inc. is a refugee resettlement and immigration services provider for the Western New York Region. Journey’s End works to assist newly arriving refugees to find gainful employment and avoid dependency on social services. 

TITLE: Interpreting & Translation Services Program Assistant

Supervisor:               Manager of Interpreting & Translation Services

Status:                       Full-time, hourly, non-exempt, professional starting at $17 per hour

Benefits include health, dental, and vision insurance, paid holidays, paid lunch breaks, flexible schedule, 403b retirement plan, life insurance, EAP, parental leave, and up to four (4) weeks of paid time off within the first year of hire.

Program description

The Interpreting & Translation Services Department offers high-quality, in-person interpretation, VRI, and OPI services as well as document translation services in over 45 languages needed to do business in a global society. These services are ideal for medical service providers, educational institutions, non-profit organizations, attorneys and real estate agents, government entities and anyone seeking to provide services to Limited English Proficient (LEP) individuals in WNY. We coordinate with partner organizations and service providers to run trainings for our 65+ per-diem interpreters, provide free “best practices for working with an interpreter” trainings for our diverse customer base, and attend events and networking opportunities with the aim of promoting our services, expanding the network of providers we work with, and recruiting new interpreting candidates.

Job Description

The Interpreting & Translation Program Assistant is responsible for supporting the day-to-day operations of the department including scheduling interpretation appointments and facilitating workflow of document translation projects. Primary responsibilities include scheduling interpreter appointments, receiving, quoting and coordinating document translation projects, communicating with customers and interpreters by phone and email, and providing interpretation services as needed. Additionally, the Program Assistant will provide critical administrative support by co-planning interpreter trainings, drafting and editing marketing and promotional materials, answering phone calls, data entry, reporting, and filing.

Primary Responsibilities

  • Utilize Aqua Schedules scheduling system to activate customer requests for interpretation services, offer appointments to interpreters, ensure customers are notified of request outcomes, and closeout appointments.

  • Facilitate workflow of document translations from source to target language by assessing each project, generating customer quotes, and assigning projects to Journey’s End translators.

  • Conduct meticulous review of translated documents to ensure proper English grammar, spelling, and syntax while matching formatting of translation with source document as closely as possible.

  • Maintain regular communication with customers by email and phone to ensure superior customer satisfaction.

  • Communicate daily by email, phone, and text message with interpreter pool to ensure high appointment fill rate and timely turnaround period.

  • Assist to create promotional and marketing materials for customers and interpreters such as flyers, brochures, email blasts, and newsletters.

  • Collaborate with the Manager of Interpreting and Translation Services to plan and prepare material for virtual interpreter trainings.

  • Assist with interpreter recruitment efforts including outreach, tabling, and emails.

  • Perform administrative tasks including data entry, preparation of reports, filing.

  • Other duties as assigned.

Workflow

35%  –  Interpreting: Scheduling interpreters in Aqua Schedules and communicating with customers and interpreters

35%  –  Translations: Assessing, quoting, and coordinating document translation projects. Conducting meticulous reviews of completed translations to ensure accuracy, correct English grammar and syntax, and document formatting.

30%  –  Administrative tasks: Creating and editing marketing and promotional material, preparing materials for interpreter trainings and tabling events, reports and data entry, interpreter recruitment, additional tasks and projects as needed.

Qualifications

  • 1-3 years’ experience in customer service, language services, document translation, office administration, business, marketing, or a similar field.

  • Exceptional English language skills. Bilingual skills, preferred.

  • Strong computer skills including Microsoft Office Suites (Word, Excel, PowerPoint) and Adobe Acrobat. Experience with graphic design software such as InDesign, Canva or similar products, preferred.

  • Excellent oral and written communication skills, along with outstanding customer service skills.

  • Strong attention to detail and the ability to problem solve and operate in a fast-paced environment with minimal supervision.

  • Strong interest in working with people from diverse cultures and backgrounds, knowledge of Buffalo’s refugee communities, and desire to improve language access for LEP individuals in Western New York.

To Apply:

Send resume, cover letter, and three references to jobs@jersbuffalo.org

Please include job title in subject of email.

Please include phone and email contact in the cover letter.