Legal 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.
Job Title: Program Assistant (Immigration Legal Services)
Supervisor: ILS Program Coordinator
Status: FULL-time, hourly, non-exempt, $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.
Agency description
Journey’s End is a §501(c)(3) not-for-profit refugee resettlement agency in Buffalo, New York. We are a community-based organization with the mission of providing refugees and immigrants with the resources and support they need to become successful, active and contributing members of our shared community.
The Immigration Legal Services (ILS) Program offers immigration legal services to immigrant New Yorkers in need, including representation on matters before U.S. Citizenship & Immigration Services (USCIS) and Buffalo Immigration Court.
Job Description
Reporting to the ILS Program Coordinator, the Program Assistant will offer administrative support to Immigration Legal Services and will manage and coordinate programmatic data collection for grant reporting. The Program Assistant will work very closely with the Finance Department and Grants Managers. This position will primarily operate out of Buffalo, NY.
Job Responsibilities
Oversee and manage legal department data collection, data organization, and database operations (Cerenade)
Coordinate the collection of monthly, quarterly, and annual data and back-up documentation from legal assistants and attorneys in Buffalo, partner agencies and sub-contractors, and staff in Rochester and Binghamton satellite offices
Prepare and submit monthly, quarterly, and annual department programmatic reporting for various state and local funders
Train new staff and subcontractors on data collection and organization, database operations (Cerenade) and back-up documentation collection requirements
Communicate with the Finance Department and appropriate program leadership regarding New York State grantors, private funders, grant monitors, and subcontractors about events, monitoring, and reports.
Coordinate with the Finance Department and appropriate program leadership on semi-annual site visits of funders and related documentation preparation, including creation and submission of data logs and organization of required contractual documentation (regional referrals lists, outreach materials, training documentation, and webinar service integration efforts)
Other duties as assigned
Qualifications
Minimum 1-2 years’ experience in an administrative role (including filing, letter-drafting, data entry, completion of organizational tasks in a timely manner, etc.). Strong preference for experience in grant reporting, data organization, data collection, and report submission to local, state, and federal funders
Strong written and verbal communication skills and acute attention to detail.
Highly organized and able to work in a fast-paced environment.
Ability to be part of a dynamic team of talented and dedicated individuals
Proficiency in Microsoft Suite and online database systems are required. Experience with Cerenade database program preferred
Preference given to candidates with experience working with diverse populations.