The Refugee Center
Administrative Assistant (full-time, Spanish-speaker)
The Refugee Center, Champaign, Illinois, us, 61825
The Refugee Center is looking for an Administrative Assistant to join our team in supporting refugee and immigrant clients with resettlement.The Refugee Center, with an office in Champaign, IL, exists to provide services essential to refugee and immigrant resettlement in East Central Illinois, and to aid in the exchange and preservation of their respective cultures. Globally aware but locally focused, our professional, compassionate staff provide interpretation services and advocacy in court hearings, doctors' appointments, school conferences, and other settings. For 40 years, we’ve helped people find stability in their new homes through counseling, tutoring, community health programs, and support in completing paperwork for work, school, and government programs.The Administrative Assistant will be a support member of our Executive and Administration teams. They will work to support administrative functions, organize information, and facilitate internal and external communication. The Administrative Assistant is a full-time role that will report to the Operations Manager.Responsibilities:Front Desk Coordination
Maintain receptionist responsibilitiesRepresent the organization as the first point of contact for clients coming into the officeSupport client sign in and answer general questionsSchedule clients for an appointment if a Caseworker cannot support them that dayCoordinate and tidy the waiting room to receive and welcome guests
Executive support
Provide support for Executive Director’s calendarSchedule candidate interviews for Leadership teamSchedule organization-wide meetingsCreate meeting agendas and take minutesSupport communication with Board of DirectorsSupport preparation and take minutes for Board meetingsAdministrative support for the Leadership Team as needed
External Communication
Act as first point of contact by maintaining and responding to the organizational email and general inquiriesReceive and sort organizational mailField interview and speaking requestsField translations and interpretation requestsAdminister account access and permissions for website platform, WixAdminister account access for social media accountsRenew organizational subscriptions and tools, including domain and Wix
Knowledge Management
Administer and update organizational Google Drive, including adding resources for staffCreate and maintain practices and documentation around recordkeepingCreate and maintain filing systems for hardcopy organization recordsSupport and lead digitization projects, including case notes and financial recordsRecord and copy all checks received and prep of deposit slips
Employee Engagement
Coordinate employee celebrations and purchase gifts as appropriateCoordinate and support all-staff meetings
Qualifications:1-2 years of administrative experience or relevant office workHigh attention to detail and organizational skillsAbility to multitask and prioritize between competing needsExcellent follow up and responsiveness to requestsAbility to professionally represent organization to the public and other external stakeholdersExcellent written and verbal communication skillsAbility to maintain confidentiality of sensitive information and situationsAbility to work with people are different levels of the organization and skilled at managing upComfortable using and learning different technologiesPassionate about our mission and refugee rightsNice to have:Fluency in a second language used in the communities that we serve, such as Spanish, French, Lingala, Pashto, Dari, or VietnameseExperience working with people from different culturesCompensation & Benefits:Salary starts at $33,280/year less applicable withholdingsOption between participating in employer sponsored health plan or a monthly healthcare stipendMonthly stipend for mobile phone usageThis is a full-time position at 40 hours per weekDue to the nature of this position, all work must be done on-site from our Champaign, IL office.If interested, please apply to jobs@trc-cu.org with your resume. No phone calls please.
Maintain receptionist responsibilitiesRepresent the organization as the first point of contact for clients coming into the officeSupport client sign in and answer general questionsSchedule clients for an appointment if a Caseworker cannot support them that dayCoordinate and tidy the waiting room to receive and welcome guests
Executive support
Provide support for Executive Director’s calendarSchedule candidate interviews for Leadership teamSchedule organization-wide meetingsCreate meeting agendas and take minutesSupport communication with Board of DirectorsSupport preparation and take minutes for Board meetingsAdministrative support for the Leadership Team as needed
External Communication
Act as first point of contact by maintaining and responding to the organizational email and general inquiriesReceive and sort organizational mailField interview and speaking requestsField translations and interpretation requestsAdminister account access and permissions for website platform, WixAdminister account access for social media accountsRenew organizational subscriptions and tools, including domain and Wix
Knowledge Management
Administer and update organizational Google Drive, including adding resources for staffCreate and maintain practices and documentation around recordkeepingCreate and maintain filing systems for hardcopy organization recordsSupport and lead digitization projects, including case notes and financial recordsRecord and copy all checks received and prep of deposit slips
Employee Engagement
Coordinate employee celebrations and purchase gifts as appropriateCoordinate and support all-staff meetings
Qualifications:1-2 years of administrative experience or relevant office workHigh attention to detail and organizational skillsAbility to multitask and prioritize between competing needsExcellent follow up and responsiveness to requestsAbility to professionally represent organization to the public and other external stakeholdersExcellent written and verbal communication skillsAbility to maintain confidentiality of sensitive information and situationsAbility to work with people are different levels of the organization and skilled at managing upComfortable using and learning different technologiesPassionate about our mission and refugee rightsNice to have:Fluency in a second language used in the communities that we serve, such as Spanish, French, Lingala, Pashto, Dari, or VietnameseExperience working with people from different culturesCompensation & Benefits:Salary starts at $33,280/year less applicable withholdingsOption between participating in employer sponsored health plan or a monthly healthcare stipendMonthly stipend for mobile phone usageThis is a full-time position at 40 hours per weekDue to the nature of this position, all work must be done on-site from our Champaign, IL office.If interested, please apply to jobs@trc-cu.org with your resume. No phone calls please.