Administrative Assistant - HIAS - One Year Grant Position

The Administrative Assistant supports the HIAS Department in the daily administrative processes in a professional and timely manner as requested by the unique programs. This position is a one-year grant funded position to support special administrative projects. End date fiscal year 2026.

Knowledge, Skills and Abilities

• Create labels and print checklists for files.
• Enter HIAS Admission, Financial Eligibility and Service Code in Avatar.
• Discharge cases in Avatar as needed.
• Create client files, including printing labels and face sheet (from Avatar).
• May record communication from USCIS in Avatar and file communication in client file.
• Manage and finalize the digitizing of all R&P, RSI, and PC ICM case files.
• Support creation of additional and improved UR process for quality improvement of case filing across HIAS programming.
• Author SOPs for all learned processes.
• Support check request processes for all programs.
• Support data entry for various HIAS programs in IRIS, Apricot, and Salesforce databases.
• Support administrative and quality assurance processes for programming.
• May schedule HIAS All Staff Meetings and send calendar invites in Outlook.
• Support HIAS Administrative Assistant with various administrative needs.
• Support HIAS Director with various administrative needs.
• Other duties as assigned
• Flexible and able to adapt quickly to changes in priorities or policies.
• Positive, upbeat and embodies customer service in all interactions.
• Interpersonally flexible; able to shift gears quickly in response to changing directions or priorities.
• Thrives in a busy environment with many different demands.
• Organized, with the ability to use sound judgment to prioritize tasks and projects.
• Detail-oriented, able to ensure records are kept accurately.
• Ability to work and interact with a diverse, multicultural audience.

Requirements

• High school diploma or Some college coursework preferred.
• Minimum of two years' experience, or combination of related education and experience, in administrative services.
• Able to maintain strict confidentiality.
• Must be able to interact and communicate with individuals at all levels of the organization
• Must be able to work in a fast-paced environment with demonstrated ability to juggle multiple competing tasks and demands.
• Must be self-reliant and be able to work independently while producing accurate and high-quality work.
• Must have excellent planning and organizational skills.
• Must be flexible, and able to adapt to a variety of situations.
• High proficiency with a variety of software applications (MSWord, Excel, Outlook, and PowerPoint).
• Must be able to lift up to 20lbs frequently and be physically able to move between various workstations and floors often.
• Demonstrates sound judgement and decision making.
• Speaks and writes clearly.

WHAT YOU'LL LOVE ABOUT US:

• Time off: Paid time off varies by position - can include vacation days, sick days, paid federal holidays, and paid Jewish holidays.
• Benefits: Medical, dental, and vision insurance. 401(k) with base contribution and match. Additional health and wellness benefits, financial benefits, professional training, tuition reimbursement, 6 weeks paid parental leave, and much more.
• Job Code: Union
• Compensation: The minimum compensation for this position is $21.00 dollars hourly.

EEO Statement:

Jewish Child and Family Services is an Equal Employment Opportunity ("EEO") employer. JCFS prohibits illegal discrimination and harassment and affords equal employment opportunities to employees and applicants without regard to race, color, sex, age, religion, disability, national origin, ancestry, sexual orientation, marital status, parental status, source of income, housing status, military service or discharge status, gender identity, genetic information, or any other protected category established by law, statute or ordinance.

Please visit us at http://www.jcfs.org