Staff Scheduling Coordinator, Asylum Reception and Case Management

Background: Beginning in January 2024, the IRC will provide transitional case management services to asylum seekers in New York City under a contract with New York City’s Health & Hospitals (H+H). In 2022, in response to an increase in asylum seekers arriving in New York after having recently arrived via the southern US border, H+H launched several Humanitarian Emergency Response and Relief Centers (HERRCs) to provide humanitarian reception and supportive services to asylum seekers while they stabilize and organize plans to reach their final destination.

The IRC believes that coordinated, client-centered humanitarian reception can serve as a gateway to a safe and dignified asylum system in the US. With this new program, IRC staff will work with families in HERRC facilities to identify strategies to remove barriers to stability, facilitate safe connections to US ties and communities, and provide basic information on the immigration process to ensure they understand their rights and have access to available legal services in the community, provide referrals to legal and social services in final destinations, and provide more intensive case management for families and individuals with heightened needs. We will leverage our strong infrastructure and technical and emergency expertise to ramp up transitional case management capacity while coordinating closely with agencies providing legal and social services to asylum seekers in New York City (the City).

The IRC will also implement an innovative model to support asylum seekers interested in relocating by leveraging its proven and award-winning virtual case management model and infrastructure. Through this model, trained case managers will provide virtual navigation of resources and information for asylum seekers interested and willing to relocate outside of the City. These virtual services will include cash assistance, guidance on navigating the new community of resettlement, and ongoing virtual case management, including referrals to legal service providers and community-based organizations for up to five months post-resettlement. This virtual case management model endeavors to empower asylum-seekers who wish to resettle outside of the City but lack the resources, information, and support network needed to make the move.

Job Overview: The Staff Scheduling Coordinator supports the casework team to ensure that the highest quality casework services are provided to asylum seekers within the H&H project. Scheduling is coordinated based on casework team shifts and case management needs.

Major Responsibilities:

Responsibilities include, but are not limited to:

• Develop work schedules and allocate staff to different duties and/or shifts. Confirm and communicate weekly casework shift schedules, coordinating requests to ensure appropriate coverage.
• Serve as the primary administrator for staff scheduling software. Coordinate the set-up, implementation, and ongoing platform refinement, including regular consultation with the vendor.
• Support the onboarding and training of new and existing caseworkers on the scheduling software. Lead training related to scheduling software and related IRC policies.
• Generate and analyze reports and consult with casework staff and supervisors to make data-driven recommendations to address problem areas and improve services.
• Assist staff in accurately completing web-based forms (i.e., leave and day off requests, timecards, etc.) pertinent to scheduling and staffing across multiple platforms. Guide and advise supervisors using the systems to review and approve requests, timecards, and Time & Effort reports.
• Coordinate with Finance on Time & Effort administration to support monthly invoicing and documentation retention.
• Attend in-service training programs as needed.
• Perform miscellaneous staffing and program-related duties as necessary.
• Other duties as assigned.

Job Requirements:

Education: Bachelor’s degree in social work or related field of study required or equivalent experience.

Work Experience:

• 3 years of related experience required; preferably within the human services field.
• Experience using electronic scheduling software is required.

Demonstrated Skills & Competencies:

• Demonstrated ability to promote an organizational culture that reflects IRC’s core values of service, accountability, integrity, and equality.
• Strong relationship-building, diplomacy, and networking skills; ability to effectively build internal and external relationships.
• 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.
• Attention to detail and accuracy in work product.
• Strong cross-cultural understanding and excellent communication skills, both written and verbal.
• Fluent in English, both spoken and written.
• Proficient in Microsoft Office applications (Word, Excel, Outlook); able to use the internet and other digital tools for data entry, research, and problem-solving.

Language Skills:

• Fluency in written and spoken English.
• Bilingual ability is preferred in Spanish, French, Portuguese, Mandarin, Russian, Arabic, Turkish, Dari, Georgian, or other New York City refugee/immigrant languages.

Working Environment:

• Regular on-site presence at the HERRCs, which are 24-hour/7-day facilities, where the IRC is expected to operate on a two-shift schedule. Flexible or hybrid work schedule available.

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: We offer a comprehensive and highly competitive set of benefits. In the US, these include: 10 sick days, 10 US holidays, 20-25 paid time off days (depending on role and tenure), medical insurance starting at $145 per month, dental starting at $7 per month, and vision starting at $5 per month, FSA for healthcare, childcare, and commuter costs, a 403b retirement savings plans with up to 4.5% immediately vested matching contribution, plus a 3-7% base IRC contribution (3 year vesting), disability & life insurance, and an Employee Assistance Program which is available to our staff and their families to support counseling and care in times of crisis and mental health struggles.