Ukrainian Services Admin Specialist (Remote in Atlanta, Birmingham, Savannah, or Nashville)

Classification
Nonexempt

Salary Grade/Level/Family/Range
$35,000 - $38,000

Reports to
Ukrainian Services Program Supervisor

Date
11/1/2022

JOB DESCRIPTION

Inspiritus Refugee & Immigrant Services team provides services to refugees, asylees, and immigrants at any point in their journey to guide them on a path from surviving to thriving. The Ukrainian Services Program aims at providing gap services to Ukrainian Humanitarian Parolees. The Ukrainian Services Admin Specialist will provide appropriate administrative support to the Ukrainian Services Case Managers and Supervisor. They will be responsible for ensuring all required documentation is complete, accurate, and properly input in the Extended Reach database. They will ensure all required data for reporting is organized and easily accessible.

Essential Functions

• Assists in the development of tracking resources for each of the four Inspiritus service areas.
• Ensures that documentation, case notes, and required data is entered into the Extended Reach database weekly, monthly, or more frequently as needed.
• Ensures case managers are aware of deadlines related to case notes, documentation uploads, home visits, and exit deadlines.
• Ensures uploaded documentation reflects program eligibility.
• Keeps Supervisor and case managers aware of upcoming training opportunities, data reporting updates and programmatic updates as needed.
• Supports case managers in completing comprehensive case notes to document activities on behalf of each client as needed.
• Contributes to maintaining each clients Extended Reach file according to contractual requirements and deadlines.
• Participates in weekly internal supervision with Ukrainian Services Program Supervisor and provides programmatic updates and requests for support as needed.
• Reviews client Extended Reach file with Case Manager to ensure all programmatic requirements are met before the clients case is closed at the 90th day.
• Assists Ukrainian Services Program Supervisor in completing internal file audits to ensure programmatic compliance in preparation for external auditing procedures.
• Maintains tracking mechanisms for referrals to extended case management services as needed.
• Maintains tracking mechanisms for referrals to services outside of the gap service case management realm in coordination with Ukrainian Services Outreach Coordinator.
• Assists Ukrainian Services Program Supervisor in the maintenance of Ukrainian Services appointment calendar to ensure scheduled meetings are documented in the Extended Reach database.
• Arranges for interpretation for scheduled case management appointments as needed.
• Provides back-up services for other Ukrainian Services Program Staff and for other Refugee Services staff as appropriate.
• Performs the above duties at out-posted locations as assigned.
• Maintains personal and professional boundaries in the performance of the job.
• Forges mutually respectful partnerships with clients, co-workers, and partners.
• Participates in Inspiritus functions and public relations activities as needed.
• Participates in in-service training and conferences related to programs.
• Conforms with and abides by all regulations, policies, work procedures and instructions.
• Complies with the various federal, state, or local laws that apply to and regulate their job duties.
• Performs other duties as assigned to meet program needs.

Competencies

• Teamwork & Collaboration
• Problem Solving & Critical Thinking
• Cultural Competence
• Demonstrate Ethical & Professional Behavior
• Advance Human Rights and Social and Economic Justice
• Initiative
• Stress Tolerance
• Adaptability & Flexibility
• Partnership & Relationship Management

Supervisory Responsibility
None

Work Environment
This job operates in a remote office environment. At times, it may be necessary for the Admin Specialist to work from an Inspiritus Office. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines.

Physical Demands
Regularly required to talk and hear in person and on the telephone. Required to stand, walk, sit, use hand to finger, handle or feel objects, tools, or controls: and reach with hands and arms to operate computer and other office equipment. Employee frequently lifts and or moves up to 10 pounds. Specific vision abilities required by this job include close vision and the ability to adjust focus.

Position Type and Expected Hours of Work
This is a full-time position. Days and hours of work are Monday through Friday, 8:30 a.m. to 5 p.m.

Travel
Up to 50% for in-person meetings and trainings as necessary.

Required Education and Experience

• Associates degree or Bachelors degree in a social service or business field and minimum of two years of previous direct work experience in resettlement or human services, or an equivalent combination of education and experience.
• Excellent oral and written communication skills in English.
• Experience working in a culturally diverse environment.
• Ability to balance the needs of the client and the support staff.
• Conviction about the capacity of people to grow and change.
• Ability to set limits and maintain the helping role of the practitioner.
• Excellent computer skills, accurate typing, and knowledge of Microsoft Word, Excel, and Outlook.
• Must have the ability to communicate with all persons in a culturally competent manner.
• Must be sensitive to the service populations cultural and socioeconomic characteristics.

Preferred Education and Experience

• Experience in an administrative setting supporting documentation and data collection efforts
• Experience with human services programs
• Reads, writes, and speaks a relevant foreign language

Additional Eligibility Qualifications

None required for this position.

Work Authorization/Security Clearance (if applicable): N/A

AAP/EEO Statement : N/A

Other Duties
Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.