Senior Admin & IT Coordinator - Immigration

Senior Admin & IT Coordinator

Work Location: Anaheim, CA.

Term: Full-time, occasional evening and weekends required

Position Status: Non-Exempt, full-time, at-will, term-limited for one year from start date.

Pay Range: $34 - $38 per hour, commensurate with experience.

Reports to: Immigrants' Rights Senior Managing Attorney

Generous Benefits: 100% employer-paid medical and dental insurance for employees & dependents, 401(k) plan with an employer match, 12 vacation days, 10 sick days and 12 holidays, hybrid work schedule utilized temporarily with three days in office and two days remote work.

Requirements: Must have access to reliable transportation

About Us: Join the largest American Muslim civil rights organization at the frontlines in protecting the rights of free speech, to freely practice one's faith, to pursue employment opportunities without harassment, and to live as an active and engaged American without reprisal. The Council on American-Islamic Relations, California (CAIR-CA) is a nonprofit 501(c)(3), grassroots civil rights and advocacy group. We recognize that our employees are passionate, and talented and are our most valuable resource. With such an important vision to be a leading advocate for justice and mutual understanding, our diverse workforce stands together to demonstrate our values for everyone who chooses to join the efforts.

About the Role: CAIR-CA provides legal immigration services to refugees, asylum seekers, and the diverse immigrant community in California. The Senior Admin & IT Coordinator will report to the Senior Managing Immigrants' Rights Attorney and is primarily responsible for providing a variety of support functions and file and data management assistance to IRC. This person should be very tech-savvy and should be able to adapt to IRC's technology and electronic file management support needs.

Duties and Responsibilities:

• Coordinate day-to-day administrative and operational needs of the Immigrants' Rights Center.
• Liaise with CAIR-LA's Operations Department to ensure alignment on policies and procedures.
• Develop and maintain systems for organizing and streamlining digital files to ensure consistency and to ensure smooth workflows.
• Create, manage, and maintain IRC's intranet and SharePoint pages as needed.
• Coordinate with CAIR-LA's communications team to update aspects of the CAIR-CA website relevant to IRC.
• Support scheduling and calendaring for department meetings, trainings, and client appointments.
• Create and maintain shared resource libraries (templates, policies, forms, etc.) for staff use.
• Assist with the maintenance, organization, and optimization of electronic resources and folders shared with outside partners and subgrantees.
• Support compliance with grant reporting and internal documentation requirements.
• Support the onboarding of IRC staff including setting up workstations, laptops, and access to hardware and platforms.
• Support the offboarding of IRC staff including but not limited to account deactivation.
• Serve as the first point of contact for technology-related issues within IRC.
• Provide basic troubleshooting for technical problems that arise from hardware, software, and common platforms.
• Support the maintenance and organization of user accounts, access permission, and shared drives in coordination with CAIR's IT and CAIR-LA's operations and IT support.
• Provide support and assist in organizing IRC's events, meetings, presentations and other education and outreach activities.
• Coordinate with outside IT support providers on escalated or complex technical issues.
• Document and track IT issues within IRC.
• Generate routine reports on a variety of data sets and outcomes.
• Identify and address inefficiencies in workflows and recommend process improvements to reduce administrative burdens on legal staff.
• Organize and support staff training on operations, technology, and workflow systems within IRC.
• Maintain internal manuals and guides to standardize operations across the department.
• Coordinate with Finance/Development to ensure accurate timekeeping, grant compliance, and reporting.
• Assist with tracking IRC equipment.
• Assist with organizing and ordering IRC office supplies.
• Provide administrative support when needed which could include:
  • Assist with calendaring and scheduling internal and external meetings with clients, organizational partners, grantors, and subgrantee/awardees.
  • Processing incoming mail, preparing outgoing mail, and conducting intakes.
• All CAIR staff are required to help with fundraising efforts as required.
• CAIR staff may be required to attend some weekend or weekday evening events.
• Other duties as assigned.

Required Qualifications:

• Bachelor's degree or equivalent experience in operations, administration, information technology, or related fields.
• 2+ years of experience providing administrative or technical support in a professional setting.
• Proficiency with Microsoft office and shared drives, spreadsheets, and calendaring tools.
• Basic IT troubleshooting skills for hardware, software, and connectivity issues.
• Strong organizational and multitasking skills, with attention to detail and accuracy.
• Ability to manage sensitive and confidential information with discretion.
• Excellent written and verbal communication skills, including the ability to explain technical concepts to non-technical users.
• Commitment to social justice and the mission of supporting immigrant communities.
• Cultural competency and ability to work respectfully with people from diverse backgrounds.
• Experience in file or document management.
• Knowledge of document management systems or related software.
• Exceptional customer service orientation and patience.
• Ability to work independently and as part of a team.
• Time management and ability to prioritize tasks.
• Adaptability and a commitment to continuous learning in the evolving IT landscape
• Working knowledge of SharePoint and creating SharePoint pages preferred.
• Access to a working vehicle and the ability to drive throughout the Greater Los Angeles Area.
• A strong commitment to civil rights and CAIR's mission.

To Apply: Please upload your (1) resume and (2) cover letter.

CAIR-CA is an equal opportunity employer and adheres to all federal, state, and local laws prohibiting employment discrimination.