Job Details

Refugee Services Administrative Coordinator

Catholic Charities, Portland, OR, USA 97202

Job - Other

Close Date: 10/25/2019

Administrative Coordinator

Refugee Services Department

Full-Time (40 hours/week); Non-exempt

Reports to: Program Manager of Refugee Services


Catholic Charities of Oregon's (CCO) Refugee Services programs have been assisting refugees since the early 1940s, helping more than 10,000 people make Oregon their new home. CCO is an affiliate of the national voluntary agency USCCB (United States Conference of Catholic Bishops) and is one of only three agencies in the state of Oregon who provide resettlement services. Through its programming, CCO assists individuals and families that must leave their homelands due to the fear of persecution based on reasons of race, religion, nationality, membership in a particular social group, and/or political opinion. The services offered through these programs (funded through both federal and state initiatives) address a wide array of needs, ranging from initial resettlement to long-term intensive case management, in order to promote successful integration into American society while maintaining the respect and dignity of each individual and their unique culture and traditions.


The Refugee Services Administrative Coordinator supports program activities to ensure quality, efficiency and effectiveness of provided services. This spans a variety of tasks, including office organization, data tracking, file documentation, internal and external communications, facilitating team meetings, case coordination, financial reconciliation, and programmatic reporting. This role functions as a liaison between case workers and program leadership, often assisting staff with strategizing within a participatory team environment and is also the primary point of contact for inquiries regarding program services. A strong understanding of contract requirements, attention to detail, and flexibility are necessary to be successful in this position.


Provide programmatic coordination for the Refugee Services department:
Maintain a strong understanding of all Refugee Services programs and contracts, being able to answer questions and support the entire Refugee Services team;
Foster active partnerships with other resettlement agencies and community partner organizations;
Represent the department at meetings, including monthly Program Meetings with DHS and other RA's;
Maintain a professional and responsive working relationship with USCCB and all external funders;
Engage with potential donors and volunteers to explain program services;
Manage inquiries regarding the program, providing both internal and external information as needed;
Be the point of contact for coordination with other departments within the agency;
Participate in monthly meetings for the Safety Committee and with Quality Assurance;
Regularly check the Refugee email and Refugee Voicemail and follow-up on inquiries.
Coordinate administrative needs and office organization:
Maintain Outlook Calendars for Arrivals, Client Appointments and Meetings;
Facilitate weekly team meetings by planning the agenda, taking and distributing notes, and ensuring follow-up activities are completed, as necessary;
Provide overall office and technical support (ordering supplies, tracking equipment, organizing office space, etc.) for the Refugee Services team, working closely with IT and Facilities departments.
Ensure financial accuracy for program expenses, including:
Processing interpreter invoices through timely submission, tracking, and correct coding;
Submit monthly reconciliation in adherence to finance policies;
Complete financial case file audits to ensure program compliance;
Update and track Flex Fund expenditures for new refugee arrivals;
Oversee voucher systems on national network database to ensure accuracy;
Assist in determining client assistance policies and budget tracking for direct client assistance;
Maintain organized program data for regular reporting and contractual compliance:
Compile data for reporting purposes and complete monthly and quarterly reporting across all programs in a timely manner;
Oversee databases and tracking systems to ensure accuracy and completion;
Assist in building, maintaining and auditing case files (electronic and physical) across all programs;
Assist program staff with data tracking systems, including MRIS, Salesforce, Excel files, and Physical Files;
Participate in program audits and complete follow-up actions as necessary;
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;
Maintain and ensure compliance with record keeping procedures for client files, case notes and other statistics as required by program contracts and the Catholic Charities Service Delivery Procedures Manual.
Assist the Refuge Services Team through other support activities:
Assist with coordination of pre-arrival services including reviewing verifications and contacting US Ties;
Assist in determining caseloads for staff when new arrivals are booked, referrals are made, or clients walk-in, occasionally meeting with potential clients to determine needs and available resources;
Be the point of contact for coordination with USCCB through the MRIS platform for verifications, assurance, arrivals, transfers, inquiries, enrollments, case assignments, and monitoring alerts;
Collaborate with the Volunteer Coordinator to recruit, train and retain volunteers and participate in collecting donated items, tracking distributions, and managing storerooms;
Manage private grant funding for furniture, clothing, food boxes, and computers;
Oversee the usage and maintenance of the department vehicles;
Participate in onboarding new staff and provide orientation;
Task supervise interns in collaboration with the Case Manager Supervisor;
Organize and track participation in trainings by Refugee Services staff members;
Strategize around case needs with program staff to provide wholistic, wrap-around services.
Participate in trainings and coordination meetings as requested by Supervisor.
Adherence to Catholic Charities policies and procedures.
Perform other duties as assigned.


Bachelor's degree or equivalent experience required.
2-4 years previous coordination role experience preferred.
Advanced proficiency in all programs of Microsoft Office and comfortable working with database systems, Salesforce experience a plus.
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.
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.
Excellent written and oral communication skills.
Experience working with financial or bookkeeping systems.
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 work with and assess the needs of different ethnic groups.

Ability to work a flexible schedule, which could include some evenings and weekends.
Ability to support organizational and program specific mission and goals.
Ability to lift 50 pounds.
Travel required. 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.

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: