Description
The International Rescue Committee (IRC) is seeking a Program Assistant to support the National Virtual Program for Professional Advancement (NVPPA). The successful candidate will provide administrative support for direct financial assistance processing, vendor management, records and reporting, and coordination.
Job Overview The Program Assistant role provides the administrative backbone for NVPPA's direct financial assistance. Working from requests submitted by Career Navigators, this position is responsible for preparing requests for disbursement: confirming that required documentation is on file, that the requested use of funds aligns with the participant's approved Professional Advancement Plan (PAP) and ORR's eligible use categories, and that the vendor or training provider is an active, appropriately licensed or accredited entity.
Major Responsibilities
- Direct financial assistance processing: Receive direct financial assistance requests from Career Navigators and prepare them for administrative review and processing. Initiate a Purchase Request or Purchase Order (PR/PO) or a non-PO invoice in the system for expense processing. Liaise closely with Finance Coordinators to ensure direct financial assistance requests are correctly recorded in the system using appropriate budget codes and accurate client IDs.
- Vendor Management: Make sure new vendors are created in the system before initiating a direct financial assistance request. Liaise closely with the Master Data Management Team to ensure vendor cards are active and updated.
- Records and reporting support: Maintain complete and audit-ready financial assistance records for each participant, including request forms, approvals, vendor documentation, invoices, and proof of payment. Liaise closely with Career Navigators to ensure a signed client Receipt of Payment is received and kept on file.
- Coordination and administrative support: Coordinate with Career Navigators to resolve missing documentation or eligibility questions so that participant requests are not delayed. Respond to vendor and training provider inquiries about payment status.
Job Requirements
- 1-2 years of demonstrated experience in a human services field, preferably in a nonprofit or social services setting.
- Strong written, oral, and interpersonal communication skills, including the ability to build rapport with clients by phone and video.
- Ability to deliver services remotely to clients across states and time zones, protect client confidentiality and sensitive documents, and work independently as part of a fully virtual team.
- Experience managing a high-volume of requests, with strong organization, prioritization, time management, and follow-through.
- Ability to build and maintain productive internal and external relationships.
- Proficiency with Microsoft Office, video conferencing, and remote collaboration tools, and with tracking and reporting information in a database.
- Commitment to anti-racism, ongoing learning, and equitable service to all eligible clients.
- Fluency in spoken and written English.
Preferred Qualifications
- Undergraduate degree in a related field
- Experience in workforce development, career coaching, or case management.
- Lived experience as a refugee or immigrant.
- Experience with Efforts to Outcomes (ETO).
- Familiarity with credential evaluation, professional licensing, or recertification pathways.
Compensation $19-$28/hr
Benefits IRC offers a comprehensive and competitive benefits package, including 10 paid sick leave, 10 U.S. holidays, 20-25 generous paid time off based on role and tenure, medical insurance starting at $163/month, dental starting at $6.50/month, and vision starting at $5/month, flexible spending accounts (healthcare, dependent care, and commuter), a 403(b) retirement savings plan with employer match (immediate vesting) along with a non-elective employer contribution based on age and years of service (3-year vesting), disability and life insurance, and an Employee Assistance Program (EAP) offering confidential counseling and support services for employees and their families.