Casual Hire - Administrative Assistant, Refugee & Immigration Law Clinic (RILC)

University of Hawaii • Honolulu, HI

29d

About The Position

The Administrative Assistant (Part-Time) with the Refugee & Immigration Law Clinic (RILC) provides administrative, operational, and client support services for immigration legal programs serving low-income immigrant and vulnerable communities in Hawai‘i. The position supports attorneys, advocates, law students, and volunteers through client communication, intake processing, scheduling, case file organization, and preparation of immigration filings and supporting documentation. The Administrative Assistant also assists with data collection, grant reporting support, and maintenance of case management systems and compliance-related tracking tools. The position plays an important role in ensuring efficient clinic operations, accurate recordkeeping, and professional client-centered services within a collaborative legal services environment.

Requirements

• Associate’s degree, Bachelor’s degree, or higher from an accredited college or university. Relevant combinations of education, training, and professional experience may also be considered.
• Prior experience working as an administrative assistant, legal assistant, or in a similar administrative support role.
• Strong proficiency with Microsoft Office applications, including Outlook, Word, Excel, Teams, and PowerPoint.
• Ability to learn and navigate legal case management software, customer relationship management (CRM) systems, and other data systems used in legal services and compliance environments.
• Knowledge of confidentiality standards and professional ethics in legal or client-centered settings.
• Ability to communicate clearly, professionally, and compassionately with clients, community members, and colleagues.
• Exceptional organizational skills and ability to manage multiple tasks simultaneously while maintaining strong attention to detail.
• Ability to take initiative, work independently, and remain composed under pressure while contributing effectively within a collaborative team environment.
• Strong administrative, scheduling, and recordkeeping abilities.

Nice To Haves

• Experience within nonprofit organizations, legal services, or immigrant-serving programs is highly preferred.
• Experience working with multilingual or culturally diverse communities is considered an asset.
• Knowledge of Hawai‘i’s local communities or immigrant communities is beneficial but not required.
• Bilingual ability in Spanish, Tagalog, and/or Ilocano is highly preferred but not required.

Responsibilities

• Assists attorneys in preparing, organizing, and filing immigration applications and supporting documents with United States Citizenship and Immigration Services (USCIS), Executive Office for Immigration Review (EOIR), and relevant other agencies.
• Manages client communications, schedules appointments, and responds to phone calls, voicemails, emails, and walk-in inquiries.
• Supports intake processing by gathering basic client information, uploading documents, and updating case management systems.
• Maintains organized physical and electronic case files and assists with tracking deadlines, appointments, and evidence requirements.
• Assists with preparation of correspondence, forms, outreach materials, and administrative documentation.
• Collects, tracks, and analyzes quantitative and qualitative data related to RILC legal services, workshops, intakes, outreach activities, and case outcomes.
• Assists the Director and Associate Director with preparation of reports, data summaries, narrative updates, and other materials for grantors, stakeholders, and internal planning purposes.
• Supports maintenance of compliance frameworks, grant audit readiness, and internal data-tracking systems.
• Assists with maintaining accurate records and ensuring timely data entry within case management and reporting systems.
• Assists with logistics and coordination for workshops, community outreach events, legal clinics, and trainings.
• Performs other duties as assigned in support of RILC operations and programming.

Benefits

• Casual Hire employees are not eligible for most benefits as provided to regular Board of Regents (BOR) and Civil Service employees (i.e. paid holidays/leave).

What This Job Offers

• Job Type: Part-time
• Career Level: Entry Level
• Education Level: Associate degree