Pro Bono Program Specialist

Immigration Institute of the Bay Area; United States; Hybrid; USD 60,000 - 70,000; Full time

Job summary

The Immigration Institute of the Bay Area is seeking a Pro Bono Program Specialist to manage client-facing aspects of the Pro Bono Program and to help grow the program’s capacity to serve immigrants. You will work to strengthen partnerships with corporate and educational partners while ensuring high quality service during clinics.

Responsibilities include coordinating on-site clinics, developing workflows, training volunteers, and maintaining procedures to improve efficiency and client

Qualifications

• BA or five years of equivalent work experience.
• Leadership and project management experience highly preferred.
• Administrative experience preferred, but not required.
• Ability to communicate effectively in English and Spanish REQUIRED.

Responsibilities

• Coordinate clinic activities and register clients in the case management system.
• Provide administrative support to the Pro Bono Director on client matters arising from clinics.
• Develop subject matter expertise on IIBA’s core clinic offerings (naturalization and DACA).
• Screen clients for clinic eligibility under supervision.
• Improve client experience by reviewing systems and updating procedures.
• Plan and execute client-facing workflows for new clinic opportunities.
• Train administrative volunteers and oversee their work during clinics.
• Ensure accuracy, quality and timeliness of volunteer work.

Skills

Windows/PC proficiency

Self-starter

Executive functioning

Detail oriented

Ability to work under pressure

Bilingual English/Spanish

Education

BA or equivalent experience

Tools

Adobe Acrobat Pro

Box

DocuSign

Zoom

Job description

Location: TBD

The Immigration Institute of the Bay Area was founded in 1918, and its mission is to welcome, educate and serve immigrants, refugees and their families as they join and contribute to the community. IIBA provides immigration legal services, English and civic education, and other services throughout the Bay Area, as well as through its collaborative efforts with local and regional service providers. IIBA offers a team-oriented, collegial and collaborative work environment. We pride ourselves on providing excellent service to our clients, and we know our organization runs on the hard work and dedication of our passionate employees.

At IIBA, we have a clear vision: to be the place where adiverse mix of talented people want to come, to stay, and to do their best work. IIBA’s dedication to promoting diversity, multiculturalism, and inclusion is reflected in the work that we do. We are committed to equity and believe deeply in the value of diversity of race, sexual orientation, gender identity, religion, ethnicity, national origin and all the other wonderful characteristics that make us human.

Job Summary

The Pro Bono Program Specialist is responsible for supporting IIBA’s Pro Bono Director and managing the client-facing aspects of IIBA’s Pro Bono Program. In this role, you will work to ensure that clients are well served through the Pro Bono Program, while also advancing the program’s goals of increasing IIBA’s capacity to serve immigrants, and strengthening IIBA’s relationship with its corporate and educational partners.

Essential Functions:

Clinic Coordination

• Administrate various clinic tasks, including registering clients, inputting client information in IIBA’s case management system, responding to client queries in a timely manner, organizing supporting documents, and encouraging and monitoring attendance to achieve an optimal client/pro bono volunteer ratio during clinics.
• Coordinate on-site clinics in collaboration with the Pro Bono Director, including workshop setup/breakdown, material preparation, and site preparation.
• Ensure clinic procedures comply withIIBA’s case management policies.
• Provide administrative support to the Pro Bono Director on client matters arising out of clinics.
• Develop subject matter expertise on IIBA’s core clinic offerings, including naturalization and DACA.
• Screen clients for clinic eligibility as needed under the supervision of IIBA’s Pro Bono Director.
• Review current systems, identify inefficiencies, and establish new systems to improve client experience during clinics, with particular emphasis on improved document collection.
• Establish a survey system to receive client feedback, and make improvements based on feedback.
• Update client-facing materials as needed.
• Plan and execute client-facing workflows as new clinic opportunities arise, taking into account stakeholder dependencies and deadlines.
• Document client-facing procedures and work with the Pro Bono Director to create an IIBA Pro Bono Program manual.
• Anticipate the volunteer needs within the pro bono program, and communicate with IIBA’s Volunteer Manager to recruit them.
• Train administrative volunteers to whom you delegate tasks within the scope of your responsibilities, as well as administrative volunteers who assist during clinics.
• Ensure accuracy, quality and timeliness of volunteer work.

Own Technical Aspects of the Pro Bono Program

• Manage Zoom for virtual clinics and other pro bono program trainings
• Implement various technical tools that enable access to IIBA’s pro bono offerings, including Zoom, Apptoto, Box and Docusign.
• Create fillable PDF versions of clinic materials using Adobe Acrobat Pro.
• Create clinic portals to enable volunteer access to IIBA’s case management system
• Monitor software updates that will impact clinic workflows and adjust procedures accordingly
• Identify and implement beneficial feature updates.
• Troubleshoot technical issues in connection with the clinics

Knowledge, Skills and Abilities Required:

• Proficiency in a Windows/PC environment, and able to quickly become proficient in the use of IIBA’s immigration law software and database, volunteer/donor databases, and technical tools such as Adobe Acrobat Pro, Box, DocuSign and Zoom.
• A self-starter with a strong sense of personal responsibility, and ability to exercise sound judgment.
• High executive functioning, with an ability to independently plan and problem solve issues to achieve project goals.
• Considerate, responsive, flexible, and detail oriented.
• Ability to work under pressure and handle multiple deadlines effectively.
• Commitment to serve immigrants and sensitivity to the needs of the low-income, culturally diverse newcomer community.
• Perform other job related duties as requested.

Qualifications

Education: BA, or five years of equivalent work experience.

Work Experience: Leadership and project management experience highly preferred. Administrative experience preferred, but not required.

Language: Ability to communicate effectively in English and Spanish REQUIRED.

Salary/Benefits:

In the spirit of pay transparency, the salary range for this position is $60,000 – $70,000, if you are hired at IIBA, your final salary compensation will be determined based on factors such as skills, education, and/or experience, and geographic location. In addition to those factors, we believe in the importance of pay equity and consider internal equity of our current team members as a part of any final offer. We also offer a generous benefits package – additional information below.

IIBA offers a generous cafeteria-style benefits package, elements of which include, but are not limited to:

• Employer matching 403(B) retirement plan: up to 5% employer contribution
• Insurance: Health, dental, life, vision, chiropractic & acupuncture. Medical and dependent care pre-tax reimbursement accounts.
• Vacation: two (2) weeks of accrued vacation per year with an increase each year.
• Sick Leave including paid family sick time
• Holidays: 15 paid Holidays per year

New employees are required to work in the office 4 days a week for the first three months of their employment with IIBA. This period is crucial for onboarding, training, and integration into IIBA’s culture. After the initial three-month period, new employees may be eligible to transition to a hybrid work schedule, subject to approval by their supervisor, the needs of the office, and in accordance with IIBA policies.

Applicants for employment in the United States must have work authorization that does not currently or in the future require sponsorship of a visa for employment authorization in the United States.

This description intends to describe the general nature and level of work being performed by people assigned to this job. It is not intended to include all duties and responsibilities. The order in which duties and responsibilities are listed is not significant. Because of a need to remain responsive to the needs of our clients and our Agency’s operations, responsibilities may be modified at any time.

IIBA recruits, employs, trains, compensates and promotes regardless of race, religion, color, national origin, sex, disability, age, veteran status, and other protected status as required by applicable law. People receiving services in our programs are entitled to freedom from harassment and retaliation and reasonable accommodation for qualified disabilities.