Program Assistant, NVPPA

International Rescue Committee•Abilene, TX

9d•Remote

About The Position

The Program Assistant provides administrative support for direct financial assistance in the National Virtual Program for Professional Advancement (NVPPA), a nationwide, fully virtual program serving newly arrived refugees under an agreement with the Office of Refugee Resettlement. The program offers career navigation, training, job placement support, and direct financial assistance toward participants’ individualized career goals, complementing rather than replacing other federally funded services. Working from requests submitted by Career Navigators, the Program Assistant prepares financial assistance requests for review and processing. This includes verifying required documentation, confirming requested expenses align with a participant’s approved Professional Advancement Plan and eligible use categories, and confirming vendors or training providers are active and appropriately licensed or accredited. The position works closely with Finance and Business Operations and reports directly to the Deputy Director. The role also supports vendor setup and recordkeeping, maintains audit-ready participant files, records transaction and service data in IRC’s financial system and Efforts to Outcomes (ETO), and coordinates with Career Navigators, vendors, and training providers to resolve questions and prevent delays. The position is fully virtual and serves clients across states and time zones.

Requirements

1–2 years of demonstrated experience in a human services field; nonprofit or social services experience is preferred.
Strong written, oral, and interpersonal communication skills, including the ability to build rapport with clients by phone and video.
Ability to deliver services remotely across states and time zones, protect client confidentiality and sensitive documents, and work independently as part of a fully virtual team.
Experience managing a high volume of requests, with strong organization, prioritization, time management, and follow-through.
Ability to build and maintain productive internal and external relationships.
Ability to research and navigate workforce, education, and social service systems in unfamiliar local markets.
Proficiency with Microsoft Office, video conferencing and remote collaboration tools, and database tracking and reporting.
Commitment to anti-racism, ongoing learning, and equitable service to all eligible clients.
Fluency in spoken and written English.

Nice To Haves

Undergraduate degree in a related field.
Experience in workforce development, career coaching, or case management.
Lived experience as a refugee or immigrant.
Experience with Efforts to Outcomes (ETO).
Familiarity with credential evaluation, professional licensing, or recertification pathways.

Responsibilities

Receive direct financial assistance requests from Career Navigators and prepare them for administrative review and processing.
Initiate a Purchase Request or Purchase Order (PR/PO) or a non-PO invoice in the system for expense processing.
Coordinate with Finance Coordinators to ensure requests are recorded using appropriate budget codes and accurate client IDs.
Follow IRC Global Supply Chain protocols and financial controls for all transactions.
Ensure new vendors are created in the system before initiating assistance requests by completing required forms, collecting current vendor information, and checking for discrepancies.
Coordinate with the Master Data Management Team to ensure vendor records are active and up to date.
Maintain complete, audit-ready participant financial assistance records, including requests, approvals, vendor documentation, invoices, and proof of payment.
Coordinate with Career Navigators to obtain signed client Receipts of Payment and keep them on file.
Record assistance transactions and service data accurately and on time in IRC’s financial system and ETO, as assigned.
Flag anomalies, incomplete or duplicate requests, and vendor concerns to the Finance Manager and program leadership.
Work with Career Navigators to resolve missing documentation or eligibility questions and avoid delays to participant requests.
Respond to vendor and training provider questions about payment status.
Attend regularly scheduled virtual meetings supporting program review, evaluation, and maintenance.

Benefits

10 paid sick leave days.
10 U.S. holidays.
20–25 days of paid time off based on role and tenure.
Medical insurance starting at $163 per month.
Dental insurance starting at $6.50 per month.
Vision insurance starting at $5 per month.
Flexible spending accounts for healthcare, dependent care, and commuter expenses.
403(b) retirement savings plan with employer match and immediate vesting.
Non-elective employer retirement contribution based on age and years of service, with three-year vesting.
Disability insurance.
Life insurance.
Employee Assistance Program offering confidential counseling and support services for employees and their families.