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Job Description: Bilingual Program Assistant

Reports to: Executive Director

Summary:
The Program Assistant provides general administrative and programmatic support including record keeping and correspondence. The position works closely with the Executive Director and with the Board to complete special projects, and is responsible for coordinating voter registrations. This position is based in Philadelphia.

Essential Duties and Responsibilities:
(Other duties may be assigned)

Civic Engagement Project (12 – 16 hours per week)

Coordinate voter registration at naturalization ceremonies (up to 6 per week) and community events.

• Order voter forms
• Coordinate with USCIS to obtain monthly ceremony schedule and schedule interns and volunteers for coverage of ceremonies

Keep complete and accurate records, and ensure follow up mailing to registrants

• Track numbers of registrants and counties in the cumulative count spreadsheet
• Coordinate with data management system (DECC) to send monthly batches and ensure that voter registration forms have transferred.
• Troubleshoot and work with ISSI to identify and correct problems.
• Work in the VAN to generate mailing labels and to correct addresses 

Identify, recruit, interview and supervise volunteers and interns to assist with voter registration, data entry, and mailings.

General Duties (12 - 20 hours per week)

Provide general administrative support for a small nonprofit organization

Maintain accurate organizational records including the maintenance and regular updating of membership database, Databank.

• Enter and code donations in Databank including online and recurring payments
• Update contact information as needed
• Send thank you letters to donors on a bi-weekly basis
• Coordinate payment of annual membership dues

Provide logistical and administrative support for

• Fundraising campaigns and annual fundraising event
• Annual membership meeting
• Quarterly Board meetings
• Ongoing program events

Create and/or gather information for both on-going and ad hoc reports including monthly data on programs and individuals served

Assist with preparation of grant reports and proposals

Research specific topics as assigned

Communications (8-12 hours per week)

Communicate with member organizations and community members

Monitor phone and email, and respond to requests for information in a timely manner, provide referrals to community resources and programs

Update organizational website, posting upcoming events, news and resources on a regular basis

Prepare press releases for the Executive Director to ensure PICC visibility; conduct press outreach as assigned

Coordinate the production of a PICC e-newsletter (quarterly) with input from staff, advocacy committees and member agencies. The newsletter is to be approved by the Executive Director before release

Qualifications:

Bachelor’s Degree

At least two years of administrative office experience

Bi-lingual in English and Spanish, with effective written, reading, and verbal communication skills in both languages. Ability in these areas will be measured by oral and reading comprehension assessments

Strong organizational, interpersonal, and communication skills

Ability to work independently and manage multiple projects

Standard office computer skills with Microsoft Office

Data entry and database skills

Web skills desired

Writing or publishing experience a plus

Knowledge of voter registration and immigration issues, experience working with multicultural and immigrant communities strongly desired

Hours/Salary:

40 hours per week, flexible schedule

Some evening and occasional weekend hours required

Salary $30,000 plus benefits

Physical Demands/Work Conditions:

This position requires visual and auditory acuity and the physical ability to climb stairs, stand for periods of time, walk distances, and lift or carry up to 15 pounds.

To Apply:

Qualified applicants should submit a resume, 2 references, and a writing sample via email to regancooper@paimmigrant.org   Applications are being accepted on a rolling basis.

The Pennsylvania Immigration and Citizenship Coalition is an equal opportunity employer. Candidates for employment will be considered without regard to race or ethnicity, gender, age, national origin, marital status or sexual orientation. Women and persons of color are encouraged to apply.