Immigration & Legal Service Operations Coordinator

International Institute of St. Louis • St. Louis, MO

19d

About The Position

Oversee day-to-day office operations and scheduling to support immigration services staff and leadership
Manage client intake coordination, follow-up communications, and case-related administrative workflows in a high-volume, deadline-driven environment
Handle financial operations including invoicing, fee tracking, trust/account reconciliation, and coordination with accounting or finance teams
Prepare, track, and maintain operational, grant-related, and financial reports in compliance with non-profit and funder requirements
Coordinate organization-wide calendars, court deadlines, appointments, and internal information flow
Maintain accurate, well-organized client files and office records in accordance with confidentiality, ethical, and data-protection standards
Support audits, reporting requirements, and documentation for grants, contracts, and regulatory compliance
Serve as a central point of contact for internal staff, clients, and external partners while maintaining professionalism and discretion

Requirements

• Strong organizational and time-management skills with the ability to manage competing priorities and deadlines in a fast-paced, high-volume environment
• Demonstrated experience with office operations, administrative systems, and workflow coordination
• Excellent written and verbal communication skills, including professional correspondence with clients, staff, and external partners
• Ability to work independently, exercise sound judgment, and take initiative while also functioning effectively as part of a team
• Cultural competency and the ability to work respectfully with diverse populations, including immigrants, refugees, and individuals with trauma histories
• Have strong executive support or administrative experience
• Extensive knowledge of Microsoft Word, Microsoft Outlook and Microsoft 365.
• Minimum of a Associates Degree / Bachelor's Degree preferred
• Two-three years of relevant experience

Nice To Haves

• Nonprofit experience is a plus; bilingual skills are highly valued

Responsibilities

• Oversee day-to-day office operations and scheduling to support immigration services staff and leadership
• Manage client intake coordination, follow-up communications, and case-related administrative workflows in a high-volume, deadline-driven environment
• Handle financial operations including invoicing, fee tracking, trust/account reconciliation, and coordination with accounting or finance teams
• Prepare, track, and maintain operational, grant-related, and financial reports in compliance with non-profit and funder requirements
• Coordinate organization-wide calendars, court deadlines, appointments, and internal information flow
• Maintain accurate, well-organized client files and office records in accordance with confidentiality, ethical, and data-protection standards
• Support audits, reporting requirements, and documentation for grants, contracts, and regulatory compliance
• Serve as a central point of contact for internal staff, clients, and external partners while maintaining professionalism and discretion

What This Job Offers

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