Program Assistant - Catholic Charities Community Services

Summary

The Safe Passages Program at Catholic Charities Community Services provides direct case management to unaccompanied minor children using a client-centered, trauma-informed approach. The Safe Passages Program Assistant will join CCCS as a critical member of the Refugee Resettlement team to provide administrative support to Safe Passages and to the Refugee Resettlement department broadly. The Program Assistant will support operational and case management needs, including data entry into various tracking systems, supporting scheduling needs, clerical duties, and other tasks as assigned.

Essential Duties and Responsibilities including the following.

- Responsible for the administrative needs of the program, including downloading ORR documents to create electronic case files, creating the ECM case record, update the program roster and “coming due” document.

- Provide clerical support to program staff - including filing, photocopying, scanning, and mailing, updating digital case notes for clients, and assisting as needed with supporting documentation and application preparation.

- Timely data entry into various case management systems, including navigation of internal and external systems to track client data, deadlines, report submission, and case notes.

- Maintain data tracking for required staff training hours and staff engagements.

- Maintain up to date client report tracking systems and client rosters. Regularly review and cross check for accuracy.

- Ensure client electronic case files are organized and updated as outlined by case file standards for client services and contract-based monitoring.

- Coordinate case file archiving, when necessary, in collaboration with program supervisors.

- Provide in office front desk coverage 2-3 days a week and assist in keeping the kitchen and printer area clean and organized, in collaboration with the Director of Operations.

- Schedule, confirm, and cancel appointments and meetings for staff as needed, including creating Zoom invites. Assist to coordinate, set up for, and clean up in-person meetings and events.

- Create flyers on program events and activities.

- Communicate with stakeholders, community partners, vendors, families, and unaccompanied minors to organize program activities.

- Conduct and document monthly check-in calls with clients. Connect with case management staff as needed for additional follow-up.

- Interpretation and translation services as needed to support casework.

- Participate in program meetings, staff development activities, and other duties as assigned.

Qualifications

- Bachelor’s degree in related field, or equivalent professional training related to this position.

- Bilingual fluency in English and Spanish.

- Compliance with required FBI fingerprint and Child Abuse and Neglect background checks.

- Highly motivated self-starter with strong problem-solving skills combined with the proven ability to multi-task, prioritize duties, and manage time effectively.

-Excellent organizational skills, communication (oral & written), and interpersonal skills.

- Ability to manage deadlines and high-volume communication in a fast-paced environment.

- Proficient in Microsoft Office applications (Word, Excel, Outlook, SharePoint, etc.)

- Ability to work and communicate effectively and sensitively in a multicultural environment.

Position Type and Expected Hours of Work:

This is a full-time position. Days and hours of work are generally 9:00am-5:00pm Monday-Friday.

Working conditions and physical demands required:

The demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

Ability to travel regularly throughout the service delivery area using reliable transportation, traversing streets, ascending/descending stairs, and exposed to outside weather conditions.

Remain in a stationary position at a workstation and use a computer approximately 80% of the time.