Administrative Assistant & PT INPR

U.S. COMM FOR REFUGE•Colchester, VT

2d•Hybrid

About The Position

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. 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.

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.
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.

Nice To Haves

Experience working with a non-profit organization is preferred.

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.