Coordinator - Language Access Program

Program Coordinator, Language Access Program

Administrative/clerical

Colchester, VT, US

Requisition ID: 1844

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The U.S. Committee for Refugees and Immigrants (USCRI) supports people who have lost or left their homes due to forcible displacement. For over 100 years, the unwavering commitment of our leadership, team, network of service providers and advocates has helped redirect the destiny of countless vulnerable lives. In neighborhoods, in Vermont, and around the world, we break down barriers and demand justice for refugees and immigrants as they successfully integrate into new communities. We provide essential social and legal services to rebuild productive lives, turning tragedy into prosperity. We are a purpose driven organization with a mission to protect the rights and address the needs of persons in forced or voluntary migration worldwide and supporting their transition to a dignified life. To learn more about our work, please visit our website at www.refugees.org.

OVERVIEW

Under the supervision of the Language Access Program (LAP) Manager (PM), the coordinator will work to support the interpretation and translation program by performing administrative and clerical functions. This position will deal with confidential and sensitive matters, daily scheduling operations, maintaining a comprehensive filing system, organizing workflow, training sessions, and LAP meetings; researching information, setting up interviews and assisting with the recruitment process, preparing reports and communicating clearly to facilitate the efficient running of the program. The position will provide support to interpreters and customers and field a variety of inquiries. This position requires the ability to think critically and work independently, prioritize conflicting needs, handle matters expeditiously and proactively, and follow through on projects to their successful completion, within strict deadlines.

USCRI has a mandatory COVID-19 vaccine policy. All employees must be fully vaccinated to work at any/all locations at USCRI.

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Work closely with the Program Manager of Language Access and members of the team.
• Independently handle day-to-day scheduling of interpretation and translation requests,
• Field all interpreter and translation requests entered in the Interpreter Intelligence (II) scheduling system, and received by email, text message or phone.
• Review and independently manage the language access program Inbox and respond to inquiries in a timely manner.
• Provide support to new recruits to navigate the ADP system and help them upload documentation as needed.
• Maintain professional working relations with the Human Resources team in order to support interpreters with any queries.
• Ensure interpreters are in compliance with both organizational and national standards of practice.
• Verify and close interpreter jobs in the system in a timely manner so they may be processed by the finance department.
• Enter data, fill necessary forms, keep records, assist interpreters and customers and answer phones, respond to client inquiries.
• Provide on-going support to interpreters and customers including technical support on how to navigate the II scheduling system and the phone APP.
• Maintain a good working relationship with the II staff and with other field offices such as Cleveland Ohio that provide interpretation services.
• Under the supervision of the Program Manager prepare and organize interpreter training sessions, prepare course files, set up rooms with audio visual equipment as needed, send emails to interpreters with regard to the training sessions, monitor the sessions, maintain attendance registers, organize food and drink during sessions.
• Interpreter Coordinator is expected to be present to monitor and oversee training sessions which are typically conducted 2-3 times annually on the weekends.
• Ensuring stationery and other office supplies for the Language Access Program are in stock and making supply runs if needed.
• Preparation of completion of training certificates for interpreters.
• Preparation of ID badges for Interpreters.
• Maintain a comprehensive filing system for interpreters, customers, training material and other documentation and keep the office neat and manageable.
• Communicate clearly and effectively with internal and external parties with the highest level of accuracy and attention to detail.
• Provide administrative support to the Program Manager including but not limited to managing calendar, composing and preparing correspondence, scheduling interviews, compiling documentation.
• Perform other job-related duties as assigned by the Language Access Program Manager.

All the above duties and responsibilities are essential job functions subject to reasonable accommodation. All job duties indicated are not to be an exhaustive statement and other job-related duties may be assigned as required by the supervisor.

COMPETENCIES

PROFESSIONALISM: Knowledge of and exposure to other cultures and differing world views. Ability to evaluate and integrate information quickly. Show pride in work and in achievements; demonstrate professional competence, is conscientious and efficient in meeting commitments, observing deadlines and achieving necessary results; is motivated by professional rather than personal concerns; shows persistence when faced with difficult problems or challenges; remains calm in stressful situations and effectively communicates with the supervisor and leadership team.

TEAMWORK: Works collaboratively with colleagues to achieve organizational goals, solicits input by genuinely valuing other’s ideas and expertise; is willing to learn from others; places team agenda before personal agenda and remains in close communication with both the Language Access Program manager.

POSITION REQUIREMENTS

• Associate Degree in business administration, marketing, communication, or a related field, or equivalent experience required.
• Minimum of at least 2 years of experience in an administrative support role is required.
• Experience working with a non-profit organization is preferred.
• Experience with project management is desired.
• High proficiency in Microsoft Office: Word, PowerPoint, Outlook and Excel are required.
• Excellent verbal and written communication skills.
• Demonstrated ability to achieve high-performance goals and meet deadlines in a fast-paced environment.
• Ability to prioritize workload, multitask, and pay close attention to detail and accuracy.
• Strong interpersonal skills to effectively interact with all levels of staff and the capacity to work independently as well as in collaboration with others is required.
• Ability to practice discretion and maintain strict confidentiality and security of sensitive information; and
• Demonstrated support of USCRI’s values by exhibiting respect for others, maintenance of confidential information and an appreciation of a multicultural workplace.

TRAINING REQUIREMENTS

• Satisfactory Completion of USCRI’s Orientation and Training.
• Satisfactory completion of the Language Access Program’s training
• Complete additional training as identified by supervisor or Human Resources.

PHYSICAL DEMANDS

• Use of manual dexterity, tactile, visual, and audio acuity.
• Use of repetitive motion, prolonged periods of sitting and standing, and sustained visual and mental applications and demands.
• Occasional lifting (up to 25 pounds), bending, pulling, and carrying; and
• Ability to remain calm and composed under stress.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

ADDITIONAL NOTES

Please submit a resume with a cover letter describing your interest and qualifications with your online application.

References will be required at the time of the final interview.

No telephone calls please. Position will remain open until filled.

EQUAL EMPLOYMENT OPPORTUNITY

U.S. Committee for Refugees and Immigrants is an equal opportunity employer.