Program Associate

JOB TITLE: Program Associate

DEPARTMENT: Refugee Representation

LOCATION: New York or Washington, D.C.

REPORTS TO: Director, Refugee Representation

JOB CLASSIFICATION: Full-Time; Non-Exempt; Union

PURPOSE OF THE JOB:
The Program Associate provides programmatic and operational support to Human Rights First’s Refugee Representation team—primarily to the Director, Refugee Representation (“the Director”). This role will ensure the efficient and effective execution of critical tasks in the areas of scheduling; budgeting and expense-tracking; meeting planning, including agenda development and follow-up tracking; staff communications; legal database management and data tracking; and special projects and substantive assignments at the discretion of the Director.

This role is a combination of operational and strategic support requiring excellent organizational skills and attention to detail, initiative, flexibility, and a willingness to play a behind-the-scenes role in supporting the team’s work.

This position will report to the Director (located in Los Angeles) and based in Human Rights First’s New York or Washington, D.C. office.

DUTIES AND RESPONSIBILITIES

Schedule, draft agendas for, and coordinate meetings, events, and training opportunities for the Director and Refugee Representation team

Assist in the coordination of special events and projects

Assist in coordinating team members’ travel

Assist with substantive programmatic and case-related work, as needed by the Refugee Representation team

Assist the Director and Development team in providing metrics or other supplemental materials in support of funding proposals and reports

Coordinate between the Communications and Refugee Representation teams on the creation of communications materials, informed by performance metrics, to highlight the Refugee Representation team’s work

Initiate, maintain, and renew team subscriptions/administrative accounts

Assist with developing, tracking, and communicating metrics that reflect the team’s progress toward meeting performance metrics, including preparing data to share with external audiences

Conduct outreach to external stakeholders, such as law firms and corporate counsel, to collect and track key data points for reporting purposes and internal evaluation

Conduct periodic data audits to ensure the team’s data are complete and accurate

Administer team’s case management database, including overseeing user access, troubleshooting technical issues, liaising with provider, implementing structural changes, and updating training materials

In collaboration with the Director, coordinate operational elements of projects or commitments, both within the Refugee Representation team and between the Refugee Representation team and other Human Rights First departments, including Information Technology, Finance, Human Resources, and Office Services

Assist with project management, as tasked

Assist in developing the Refugee Representation annual budget, tracking expenditures and expense projections throughout the year, and facilitating payments and reimbursements

Manage relationships with key operations vendors

Assist in implementing case management and quality-control standards

Proactively identify and develop strategies to optimize the team’s efficiency and solve operational challenges

Assist in the recruitment, training, and supervision of interns and in the recruitment of staff, when needed

REQUIRED KNOWLEDGE, SKILLS, AND EXPERIENCE

A bachelor’s degree or equivalent experience and at least two years’ related working experience in a professional environment, preferably within a non-profit and/or legal organization

Experience assisting in budget development expense tracking, and schedule management strongly preferred

Ability to work independently as well as collaboratively, anticipate needs, and take initiative in a high-volume, fast-paced environment

Excellent organizational skills, time management skills, and attention to detail

Fluency in Microsoft Suite, including Outlook and Excel, and general comfort with office technology, including audio-video set-up

Experience in data entry and data management systems; experience with a legal case management database a plus (e.g., LegalServer)

Demonstrated ability to maintain the highest level of confidentiality at all times

Excellent writing and oral communication skills, including across multiple organizational levels and disciplines and with external stakeholders

Strong culturally-responsive and cross-cultural communication skills

Positive attitude and leadership skills that elevate team cohesion and contribute to a collaborative work environment

A demonstrated commitment to addressing issues impacting asylum seekers preferred

Fluency in a second language, such as Spanish, French, Arabic, Russian, or Mandarin, highly desirable

Human Rights First provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.