Program Associate, Detained Adult Program

Amica Center for Immigrant Rights•Washington, DC

2d•$47,500 - $61,800•Hybrid

About The Position

A Program Associate within the Detained Adult Program supports the program’s operational and administrative functions to ensure effective provision of legal services. A Program Associate collaborates closely with fellow program associates, DAP leadership, and DAP staff to ensure grant compliance and reduce the administrative burden of client-facing staff.

Requirements

Strong ability to plan and prioritize tasks, time management skills with the ability to prioritize and maintain deadlines.
Proficiency in Microsoft Office (Word, Excel, PowerPoint), including experience manipulating data in Excel.
Proficiency in database management, and data manipulation & reporting.
Basic bookkeeping experience.
Detail-oriented with excellent problem-solving, organizational, and time-management skills.
High school diploma or GED required.
Favorable results on background check including driving record, and state and federal criminal records.
Ability to work independently.
Ability to handle and prioritize a large volume of requests.
Excellent written and spoken communication skills.
Strong desire to contribute to a team environment.

Nice To Haves

Written and oral Spanish professional proficiency preferred
No direct experience necessary, but prefer 1-3 years of relevant experience in program management support or at an immigration legal services organization.
Prefer some experience working in an office setting, but not required.
Prefer experience working with legal case management platforms, such as LegalServer.

Responsibilities

Grant Administration & Reporting (30%) In collaboration with the DAP Program Manager and development team, coordinate all aspects of the department’s required data reporting for various funding streams, including maintaining relevant policies and protocols, maintaining efficient and effective data entry systems, providing technical support to staff on their compliance efforts, and regularly liaising with DAP Management regarding internal data tracking. Gather and prepare qualitative and quantitative data for interim and final grant reports. Support the development and implementation of efficient grant reporting systems and provide technical assistance to staff on reporting requirements. Effectively communicate with the data and invoicing points of contact for major grantors. Ensure the timely and accurate entry of data and case information into shared databases.
Finance Administration (25%) Serve as a primary point of contact for DAP Credit Card usage and reconciliation, and ensure timeline and accurate documentation of expenses. Maintain programmatic systems to support finance coordination. Ensure internal finance reporting complies with the reporting requirements of various funding streams. Coordinate travel logistics for DAP staff, including hotel and airline bookings for jail visits and conferences. Coordinating legal service provider subcontractors, ensuring contracts and payments are organized and timely. Work on prompt completion of monthly language line invoice reconciliation to ensure accurate billing. Support emergency client needs related to DAP credit card use outside normal working hours on occasion or as departmental needs arise.
Coordination of Mental Health Evaluations (25%) Coordinate all logistics for mental health evaluations for DAP clients, including scheduling and liaising with evaluators and detention facilities and the processing and payment of invoices. Maintain and expand the network of mental health evaluators; track evaluation data across the program.
Hiring Support (10%) Manage all administrative aspects of the hiring process, including conducting initial application screening and Spanish screens (when applicable) for candidates; working with the Hiring Manager on creating, organizing and populating interview rubrics; scheduling and note-taking (as necessary) at interviews; and conducting reference checks. Support DAP Leadership in advancing best practices in equity and inclusion during the recruitment process.
Educate Funders (5%) Participate in community engagement and stakeholder relationship activities as required by program. Arrange speaking engagements with impacted people and provide logistical support.
Other DAP Support Services (5%) Coordinate with DAP managers and staff to make quarterly updates to the DAP Handbook to ensure DAP staff can stay up-to-date on DAP policies and procedures. Assist other program staff in completion of their workload during high work/low bandwidth periods. Contribute to discrete projects as discussed with the DAP Program Manager and DAP leadership.

Benefits

Free gym access located in Washington, D.C or Baltimore, MD (dependent on employee’s primary office)
Flexible working hours after successful completion of trainings and with approval of supervisor
Pre-tax commuter benefits for those living in the DMV
Subsidized health, dental insurance, and vision insurance (Amica Center pays a very high rate of the insurance package, for which we can provide additional information)
Eligibility for data reimbursement payments totaling: $300 on an annual basis
Life Insurance valued at $50,000, as well as long- and short-term disability
The option to set up a Flexible Spending Account
High Deductible Health Plan (HDHP) with a one-time employer contribution of $350 to the Health Savings Account (HSA)
The option to set up a 403(b) account (the equivalent of a 401(k) account for non-profits) which the organization has the option, for all employees on an annual basis, to match at a certain percentage after one year of continuous employment
Paid time off includes:
23 personal days per calendar year
Up to 20 days of sick time per calendar year
7 hours of volunteer time off
Federal holidays
Paid winter break closure
12 weeks of parental leave