Administrative Assistant in-person

Administrative Assistant (full-time) The Refugee Center is looking for an Administrative Assistant to join our team in supporting refugee and immigrant clients with resettlement. The Refugee Center, with an office in Champaign, IL, exists to provide services essential to refugee and immigrant resettlement in East Central Illinois, and to aid in the exchange and preservation of their respective cultures. Globally aware but locally focused, our professional, compassionate staff provide interpretation services and advocacy in court hearings, doctors' appointments, school conferences, and other settings.

For 40 years, we’ve helped people find stability in their new homes through counseling, tutoring, community health programs, and support in completing paperwork for work, school, and government programs. The Administrative Assistant will be a support member of our Executive and Administration teams. They will work to support administrative functions, organize information, and facilitate internal and external communication. The Administrative Assistant is a full-time role that will report to the Operations Manager.

• Front Desk Coordination
  • Maintain receptionist responsibilities
    • Answer phones & take messages
    • Turn on and off TV slides daily at the beginning and end of day
    • Manage entry into the office using a camera and door security system.
    • Represent the organization as the first point of contact for clients coming into the office
  • Support client sign in and answer general questions
  • Count number of people passing through waiting area using the clicker and update numbers into the people counter table
  • Schedule clients for an appointment if a Caseworker cannot support them that day
• Coordinate and tidy the waiting room, kids corner, keep Lunch area clean and organized and welcome guests
• Executive support
  • Provide support for Executive Director’s calendar
  • Schedule candidate interviews for Leadership team
  • Schedule organization-wide meetings
  • Create meeting agendas and take minutes
  • Support communication with Board of Directors
  • Support preparation for Board meetings
  • Administrative support for the Leadership Team as needed
• External Communication
  • Act as first point of contact by maintaining and responding to the organizational email and general inquiries, including voicemails and website inquiries
  • Receive and sort organizational mail
  • Field interview and speaking requests
  • Field translations and interpretation requests
  • Administer account access and permissions for website platform, Wix
  • Administer account access for social media accounts and content management, creating new posts
  • Renew organizational subscriptions and tools, including domain and Wix
• Knowledge Management
  • Administer and update organizational Google Drive, including adding resources for staff
  • Create and maintain practices and documentation around recordkeeping
  • Create and maintain filing systems for hardcopy organization records
  • Support and lead digitization projects, including case notes and financial records
  • Record and copy all checks received and prep of deposit slips
  • Maintain donor spreadsheet and create & send weekly Thank you Letters
  • Attend program meetings to support non‑administration staff
  • Act as a liaison between administrative and program staff daily
• Employee Engagement
  • Attend staff wellness committee meetings to contribute to staff wellness
  • Coordinate and support all‑staff meetings

• Spanish fluency strongly preferred
• 1-2 years of administrative experience or relevant office work
• High attention to detail and organizational skills
• Ability to multitask and prioritize between competing needs
• Excellent follow up and responsiveness to requests
• Ability to professionally represent organization to the public and other external stakeholders
• Excellent written and verbal communication skills
• Ability to maintain confidentiality of sensitive information and situations
• Ability to work with people at different levels of the organization and skilled at managing up
• Comfortable using and learning different technologies
• Passionate about our mission and refugee rights
• Be professional

• Fluency in a second language used in the communities that we serve, such as Spanish, French, Lingala, Pashto, Dari, or Vietnamese
• Experience working with people from different cultures

• Salary starts at $38,188.80/year less applicable with holdings
• Option between participating in employer sponsored health plan or a monthly healthcare stipend, Dental, Vision and Life insurance available without TRC contribution
• Mileage reimbursement
• Monthly stipend for mobile phone usage
• This is a full‑time position at 40 hours per week

Due to the nature of this position, all work must be done on‑site from our Champaign, IL office. The office hours are 9 am–5 pm, Monday–Friday. The Friday office is closed for clients; staff work on paperwork and pending items during the week.