Program Assistant, NVPPA

International Rescue Committee•Abilene, TX

10d•$19 - $28•Remote

About The Position

The Program Assistant provides administrative support for the National Virtual Program for Professional Advancement’s (NVPPA) direct financial assistance. The role prepares participant assistance requests submitted by Career Navigators for review and processing, confirming that required documentation is on file, requested expenses align with the participant’s approved Professional Advancement Plan and ORR eligible-use categories, and 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. NVPPA is a nationwide, fully virtual IRC program serving newly arrived refugees under a cooperative agreement with the Office of Refugee Resettlement. Participants receive career navigation, training, job placement support, and direct financial assistance to advance an individualized career goal. The program complements other federally funded services rather than replacing or duplicating them. The Program Assistant processes financial assistance transactions, supports vendor setup and maintenance, maintains complete and audit-ready participant records, and records data in IRC’s financial system and Efforts to Outcomes (ETO) as assigned. The role also coordinates with Career Navigators to resolve documentation or eligibility questions, responds to vendor payment inquiries, and participates in regularly scheduled virtual meetings. Candidates must already have work authorization in the advertised location.

Requirements

1–2 years of demonstrated experience in a human services field, preferably in a nonprofit or social services setting.
Strong written, oral, and interpersonal communication skills, including the ability to build rapport with clients by phone and video.
Ability to deliver services remotely to clients 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, remote collaboration tools, and tracking and reporting information in a database.
Commitment to anti-racism, ongoing learning, and equitable service to all eligible clients.
Fluency in spoken and written English.
Existing work authorization in the location where the position is advertised.

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 assistance requests are recorded correctly using appropriate budget codes and accurate client IDs.
Follow IRC Global Supply Chain protocols and financial controls in all transactions.
Ensure new vendors are created in the system before initiating assistance requests; complete required forms, collect current vendor information, and check for discrepancies.
Coordinate with the Master Data Management Team to ensure vendor records are active and updated.
Maintain complete, audit-ready financial assistance records for each participant, including requests, approvals, vendor documentation, invoices, and proof of payment.
Coordinate with Career Navigators to obtain signed client Receipts of Payment and retain them on file.
Record assistance transactions and service data accurately and promptly 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 so participant requests are not delayed.
Respond to vendor and training provider inquiries about payment status.
Attend regularly scheduled virtual meetings for review, evaluation, and program maintenance.

Benefits

10 paid sick leave days.
10 U.S. holidays.
20–25 paid time off days 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.