Job Details

Refugee Services Program Administrative Coordinator

Catholic Charities Job Posting ID: 567511, Portland, OR, USA 97202

Job - Non-Profit

Close Date: 03/06/2018

Refugee Services Program

Administrative Coordinator

Full-Time: 40 hours/week Non-Exempt

Reports to: Director of Refugee Services


The Refugee Services Program is the first point of contact for newly arrived refugees. This position aides the program by providing administrative and procedural support. Primary duties of this position include: assisting with creating and maintaining organizational and financial systems. The Administrative Coordinator will ensure program and service quality, efficiency, and effectiveness of the program within a participatory team environment.


Represent the Refugee Services Program as the first point of contact both internally and externally:
Maintain a deep understanding of all Refugee Services programs and contracts and support the entire Refugee Services team.
Manage the flow of inquiries to the program, providing both internal and external information as needed and appropriate.
Engage with potential donors and volunteers.
Engage with walk-in refugee clients and refer new clients to appropriate program staff, including Asylees, Special Immigrant Visa (SIV) holders, Secondary Migrants and Victims of Trafficking.
Maintain a professional and responsive working relationship with our national affiliate office and all external funders.
Foster active partnerships with other resettlement agencies and collaboration with community partner organizations/agencies.
Provide administrative support to the Refugee Services team:
Build, maintain and audit electronic and physical files for the program.
Provide overall office support/technical support (supplies, equipment, space, etc.) to the Refugee Services team, working closely with IT and Facilities departments.
Provide financial accuracy for program expenses and direct client assistance:
Track, process and submit monthly billing and direct client assistance reimbursement requests to finance.
Manage vouchers system on national database to ensure accuracy and timely submission.
Audit all files and financials upon case closure.
Reconcile credit cards and debit cards of program.
Maintain tracking and quality assurance review to ensure contractual requirements are met:
Assist program staff with online data systems, including financial auditing, caseload assignments, and other case specific needs.
Partner with the Office of Program Quality and Evaluation to incorporate best practice standards and the flexibility to meet the changing needs of target populations and assist with conducting on-going assessments of program's needs.
Complete reports and maintain record keeping procedures, including client files, statistics and case notes, as required by program contracts and the Catholic Charities Service Delivery Procedures Manual.
Support case management team:
Assist with referrals to promote quality case management services to all clients
Assist with coordination of pre-arrival services through US Tie communication, medical needs coordination and other case specific needs.
Assist with coordination of volunteer support.
Oversee database and tracking systems to ensure completion and accuracy.

Participate in trainings and coordination meetings as requested by Supervisor.

Adhere to Catholic Charities policies and procedures.
Perform other duties as assigned.


Bachelor's degree in social work, social science or related human service discipline preferred or equivalent work experience (2-4 years).
Experience working with financial or bookkeeping systems.
Advanced skills in Microsoft Office programs (including Word, Excel, and Outlook) and comfortable working with database systems (experience with Salesforce is a plus).
Must be able to organize and prioritize work, be proactive, take initiative, follow through, and simultaneously manage multiple priorities to ensure goals are met in a timely manner. High attention to detail required.
Demonstrate judgment and discretion in dealing with confidential matters.

Commitment to Catholic Charities mission to work in partnership with vulnerable populations to achieve lasting solutions to poverty and injustice.

Excellent written and oral communication skills.
Multilingual abilities are a plus.
Ability to work with and assess the needs of different ethnic groups.
Willingness to learn new skills and take on new responsibilities.
Strong analytical and strategic problem-solving skills.

Ability to work well in team setting, as well as independently; be flexible and adapt well to different dynamics in a fast paced work environment.

Ability to support organizational and program specific mission and goals.

Ability to lift 50 pounds.

Must have driver's license, access to vehicle and ability to obtain automobile insurance at levels required by agency (100/300/100).
Satisfactory results from criminal, civil and/or motor vehicle background check required
Ability to work with and assess the needs of different ethnic groups.

COMPENSATION: Compensation is commensurate with skills and experience. Competitive benefits package, including: 100% employer paid health insurance (employee portion), disability, life insurance, paid time off, 12 paid holidays, retirement plan, free parking and more.

TO APPLY: Submit your application, resume and cover letter at


For more information, or to apply now, you must go to the website below. Please DO NOT email your resume to us as we only accept applications through our website.

Complete details: