Data & Operations Specialist, Asylum Seeker Program

Job Overview/Summary: The IRC in NY is seeking a candidate to play a critical role within the Asylum Seeker Program, which provides comprehensive and culturally-responsive case management services and financial assistance to meet the basic needs of eligible asylum seekers and other recent arrivals in the New York City area.

The Data & Operations Specialist provides crucial support to program staff and asylum seeker clients in managing the implementation of financial assistance, developing and implementing effective program data entry processes, and providing data quality assurance assistance. They coordinate operational functions and provide related administrative support, resulting in a well-functioning, compliant environment for staff, clients, and partners. The role may also involve periodic client-facing interactions to collect needed information and distribute assistance. This is a position that requires strong organization, attention to detail, creative problem-solving, personal initiative, and the ability to work well in a multicultural and fast-paced environment.

Major Responsibilities:

Administration of Direct Assistance

• Handle logistical aspects of purchasing and distributing large quantity of debit and gift cards; order items, supplies, gift cards etc. in accordance with supply chain and financial compliance guidelines.
• Develop and maintain effective systems to manage direct assistance requests and distribution across caseworkers and large caseload; manage and maintain digital files and spreadsheets.
• Coordinate vendor billing/invoices in partnership with Finance and Operations teams.
• Coordinate on-site storage needs.
• When making client rent payments to landlords and management companies, ensure all required documentation are available and in client’s electronic file.
• Meet with asylum seeker clients to collect needed information and distribute assistance, as needed.
• Other duties as assigned.

Data and Operations Support

• Input client data information and other program activities on behalf of program teams into relevant information systems, including Efforts To Outcomes (ETO) database, Microsoft Office (e.g. Word, Excel, etc.), and Integra in an accurate and timely manner.
• Prepare and/or review data sets and reports for internal and external stakeholders.
• Support program supervisors with data quality assurance and analysis.
• Pull, review, and correct data to ensure accurate report submission to internal and external stakeholders on a monthly and quarterly basis.
• Minimize duplication of data entry and identify gaps and process improvements that increase data entry efficiency.
• Support client counts and other needed metrics by working with program supervisors.
• Coordinate with Finance Manager and program leads to support staff entries into Integra as needed.
• Other duties as assigned.

Job Requirements:

Education: Undergraduate degree preferred, preferably in Social Sciences, Information Systems, or related field (relevant experience may substitute for degree).

Work Experience:

• Experience with social service case management or program management software, client relationship management, relational databases, or other information systems for client management, preferably in a non-profit setting.

Demonstrated Skills & Competencies:

• Proficient in Microsoft Office applications (Word, Outlook and particularly Excel); ability to use the internet and other digital tools for data entry, research, and problem-solving purposes.
• Attention to detail and ability to follow instructions fully and precisely are essential.
• Ability to quickly learn information systems including ETO, Integra and BIN; prior experience with these systems a plus.
• Solid organizational skills: work productively and accurately while under pressure in a fast-paced, demanding environment.
• Excellent communication skills, including English fluency (written and verbal).
• Demonstrated success working and communicating effectively in a multi-cultural environment.
• Self-starter with excellent problem-solving skills combined with the proven ability to prioritize and manage time effectively.

Working Environment:

• Standard office work environment.

Compensation: Posted pay ranges apply to US-based candidates. Ranges are based on various factors including the labor market, job type, internal equity, and budget. Exact offers are calibrated by work location, individual candidate experience and skills relative to the defined job requirements.

Gender Equality: IRC is committed to narrowing the gender gap in leadership positions. We offer benefits that provide an enabling environment for women to participate in our workforce including parental leave, gender-sensitive security protocols and other supportive benefits and allowances.

Equal Opportunity Employer: We are an equal opportunity employer and value diversity at our company. We do not discriminate on the basis of race, religion, color, national origin, sex, gender, gender expression, sexual orientation, age, marital status, veteran status, or disability status. We will ensure that individuals with disabilities are provided reasonable accommodation to participate in the job application or interview process, to perform essential job functions, and to receive other benefits and privileges of employment. Please contact us to request accommodation.

US Benefits: The IRC offers a comprehensive and highly competitive set of benefits. All US employees are eligible for sick time, a 403b retirement savings plans: up to 4.5% immediately vested matching contribution, plus an 3-7% additional IRC contribution, and an Employee Assistance Program which is available to our staff and their families to support in times of crisis and mental health struggles.

In addition, full-time employees are eligible for 10 US paid holidays, 20-25 paid time off days, disability & life insurance, medical, dental, and vision insurance (employee contribution starting at $135, $7, and $5 per month respectively) and FSA for healthcare, childcare, and commuter costs. Part-time employees are eligible for a proportionate amount of paid time off. These additional benefits apply to employees who work at least 6 months within a 12 month time period.