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Program Coordinator

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Location: New York, NY, United States
Job Type: full-time
Date Posted:
Salary Range: 55000.00 - 65000.00 USD Annually

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 The Refugee Resettlement Department at Catholic Charities Community Services provides assistance to newly arrived families from diverse backgrounds who are resettling in the New York Metro area through case management, employment-based, and educational services. The Resettlement Program Assistant will join CCCS as a critical member of the Refugee Resettlement team to support federally and state funded programs providing resettlement services to refugees, asylees, and other immigrant populations. Under the supervision of the Operations Manager, the Program Assistant supports operational and case management needs, including data entry and management into various tracking systems, supporting scheduling needs, clerical duties, and more.
Essential Duties and Responsibilities including the following.
· Responsible for the administrative needs of the programs, including data and document maintenance as it relates to the compliance needs of the department’s contractual and service obligations. Monitor and provide support according to programmatic guidelines in tracking and requesting cash assistance through the Cognizant system. Provide support in organizing gift cards and MetroCard disbursement, tracking and reporting.
· Provide clerical support to staff - including filing, photocopying, scanning, and light mail sorting/sending, maintain physical files, and update digital case notes for clients, and assist as needed with supporting documentation and application preparation.
· Data entry, including staff training logs and staff engagements.
· Maintain tracking systems and client rosters for external and internal case referrals across programs.
· Ensure client files are organized in cabinets, as delineated by internal case file standards for client services and contract-based audits. Coordinate case file archiving, when necessary, in collaboration with program supervisors.
· Coordinate, email, and case note pending enrollments according to programmatic guidelines.
· Assistance with note taking for the quarterly Refugee and Asylee Service Providers meeting, and other meetings as deemed necessary.
· Use ECM/Salesforce and other databases to track data and metrics in accordance with current contract and internal reporting requirements, as well as assist with generating reports.
· Schedule, confirm, and cancel appointments and meetings for staff as needed, including creating Zoom invitations.
· Assist clients to obtain documents necessary to apply for relief, and follow up with clients via phone, mail, and e-mail; Assist Operations Manager during the process of onboarding the new staff members, request equipment, create accounts and facilitate access to various databases.
· Manage office supplies, monitor inventory of key supplies, and submit supply orders as needed.
· Troubleshoot equipment issues in the office and reach out as needed to facilitate resolution.
· Act as liaison between staff members and the building office management.
· Manage the front-desk and reception areas, serving as the first point of contact for guests, employees, job candidates, and vendors.
· Perform general administrative tasks, such as answering and directing phone calls; handling email, faxes, sorting and distributing incoming mailings, and deliveries; and coordinating meeting-room calendars.
· Keep the shared office areas such as the kitchen and copier area tidy and organized.
· Interpretation and translation services as needed to support casework.
· Participate in program meetings, staff development activities, and other duties as assigned.
· Bachelor’s degree in related field, or equivalent professional training related to this position.
· Highly motivated self-starter with strong problem-solving skills combined with the proven ability to multi- task, prioritize duties, and manage time effectively.
· Excellent organizational skills, communication (oral & written), and interpersonal skills.
· Ability to manage deadlines and high-volume communication in a fast-paced environment.
· Proficient in Microsoft Office applications (Word, Excel, Outlook, SharePoint, etc.)
· Ability to work and communicate effectively and sensitively in a multicultural environment.
· Fluent in English and a second language commonly spoken by client population (Spanish, Haitian-Creole, French, Dari, Pashto, etc.)
Position Type and Expected Hours of Work:
This is a full-time position that will require working with underserved communities both in New York City. Days and hours of work are 9:00am-5:00pm Monday-Friday. Position requires willingness to travel occasionally to all five (5) boroughs.
Working conditions and physical demands required:
The demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.
· Ability to travel regularly throughout the service delivery area using reliable transportation, traversing streets, ascending/descending stairs, and exposed to outside weather conditions.
· Remain in a stationary position at a workstation and use a computer approximately 80% of the time.