Program Assistant

This is a fully remote position, open to applicants in United States.

📋 Description

• Receive direct requests for financial assistance from Career Navigators and prepare them for administrative review and processing.

• Initiate Purchase Requests, Purchase Orders, or non-PO invoices in the system to facilitate expense processing.

• Collaborate with Finance Coordinators to ensure that requests are accurately recorded with the correct budget codes and client IDs.

• Adhere to IRC Global Supply Chain protocols and financial controls for all transactions.

• Create new vendor profiles in the system and gather current vendor information.

• Coordinate with the Master Data Management Team to ensure that vendor records are active and up-to-date.

• Maintain thorough and audit-ready financial assistance records for each participant.

• Ensure that signed client Receipts of Payment are collected and securely filed.

• Accurately record assistance transactions and service data in IRC’s financial system and Efforts to Outcomes (ETO) in a timely manner.

• Identify anomalies, incomplete or duplicate requests, and vendor-related issues, escalating them to the Finance Manager and program leadership.

• Work with Career Navigators to address missing documentation or eligibility concerns.

• Respond to inquiries from vendors and training providers regarding payment status.

• Participate in regularly scheduled virtual meetings for review, evaluation, and program maintenance.

• Collaborate closely with Finance, Business Operations, Career Navigators, vendors, and training providers.

• Report directly to the Deputy Director.

⛳️ Requirements

• 1-2 years of proven experience in a human services field, ideally within a nonprofit or social services environment.

• Strong written, verbal, and interpersonal communication skills, with the ability to establish rapport with clients via phone and video.

• Capability to provide remote services to clients across various states and time zones.

• Ability to maintain client confidentiality and handle sensitive documents responsibly.

• Competence to work independently as part of a fully virtual team.

• Experienced in managing a high volume of requests, demonstrating strong organizational, prioritization, time management, and follow-through skills.

• Ability to cultivate and sustain productive internal and external relationships.

• Proficient in researching and navigating workforce, education, and social service systems in unfamiliar local markets.

• Proficiency in Microsoft Office, video conferencing, remote collaboration tools, and tracking/reporting information in a database.

• Commitment to anti-racism, continuous learning, and providing equitable service to all eligible clients.

• Fluency in both spoken and written English.

• Preferred: Undergraduate degree in a relevant field.

• Preferred: Experience in workforce development, career coaching, or case management.

• Preferred: Lived experience as a refugee or immigrant.

• Preferred: Familiarity with Efforts to Outcomes (ETO).

• Preferred: Knowledge of credential evaluation, professional licensing, or recertification pathways.

• Existing work authorization in the United States.

🏝️ Benefits

• 10 days of paid sick leave.

• 10 U.S. holidays.

• 20-25 days of generous paid time off, dependent on role and tenure.

• Medical insurance starting at $163/month.

• Dental coverage beginning at $6.50/month.

• Vision insurance starting at $5/month.

• Flexible spending accounts for healthcare, dependent care, and commuting expenses.

• 403(b) retirement savings plan with employer matching and immediate vesting.

• Non-elective employer contributions based on age and years of service, with a 3-year vesting schedule.

• Disability and life insurance coverage.

• Employee Assistance Program (EAP) providing confidential counseling and support services for employees and their families.

• Fully remote work arrangement.