Program Associate, Detained Adult Program at Amica Center for Immigrant Rights (Amica Center) – Washington, District of Columbia

Who We Are

The Capital Area Immigrants’ Rights (CAIR) Coalition is now Amica Center for Immigrant Rights (“Amica Center” for short). Click here to learn more about our new name. Since our founding in 1999, we have grown significantly and added new services to support immigrants in detention. Recently, Amica Center has outgrown our name, expanding beyond our initial services and geographic boundaries.

“Amica” is the Latin word for “friend,” and that echoes the way we approach what we do. Just as friends stand with one another, Amica Center stands with our clients to achieve the safety, stability, and opportunity we all deserve.

We are the only non-profit organization in the Washington, D.C. area that is exclusively focused on providing legal assistance to adult and child immigrants detained by the government in the Capital Region and beyond.

Our Work Environment

The Detained Adult Program (DAP) works with hundreds of adults who are detained by ICE each year, providing information, support, and legal representation. We provide trauma-sensitive, person-centered services, and deeply value the autonomy of the people we work with in detention as they navigate the fundamentally inhumane immigration system.

Amica Center’s Detained Adult Program is a highly collaborative work environment. Each team lead works directly with a focused team, but all colleagues are interconnected through, for example, case workshops or staff-run committees.

DAP staff is a source of expertise in the highly complex and ever-changing immigration system. They have persisted through administration changes, policy shifts, and attacks on the rights and freedoms of immigrants through project-focused cohorts that arise to address challenges or to brainstorm and implement affirmative strategies.

Position Summary

A Program Associate within the Detained Adult Program supports the program’s operational and administrative functions to ensure effective provision of legal services. A Program Associate collaborates closely with fellow program associates, DAP leadership, and DAP staff to ensure grant compliance and reduce the administrative burden of client-facing staff.

General Duties and Responsibilities [1]

Grant Administration & Reporting (30%)

• In collaboration with the DAP Program Manager and development team, coordinate all aspects of the department’s required data reporting for various funding streams, including maintaining relevant policies and protocols, maintaining efficient and effective data entry systems, providing technical support to staff on their compliance efforts, and regularly liaising with DAP Management regarding internal data tracking.
• Gather and prepare qualitative and quantitative data for interim and final grant reports.
• Support the development and implementation of efficient grant reporting systems and provide technical assistance to staff on reporting requirements.
• Effectively communicate with the data and invoicing points of contact for major grantors.
• Ensure the timely and accurate entry of data and case information into shared databases.

Finance Administration (25%)

• Serve as a primary point of contact for DAP Credit Card usage and reconciliation, and ensure timeline and accurate documentation of expenses.
• Maintain programmatic systems to support finance coordination.
• Ensure internal finance reporting complies with the reporting requirements of various funding streams.
• Coordinate travel logistics for DAP staff, including hotel and airline bookings for jail visits and conferences.
• Coordinating legal service provider subcontractors, ensuring contracts and payments are organized and timely.
• Work on prompt completion of monthly language line invoice reconciliation to ensure accurate billing.
• Support emergency client needs related to DAP credit card use outside normal working hours on occasion or as departmental needs arise.

Coordination of Mental Health Evaluations (25%)

• Coordinate all logistics for mental health evaluations for DAP clients, including scheduling and liaising with evaluators and detention facilities and the processing and payment of invoices.
• Maintain and expand the network of mental health evaluators; track evaluation data across the program.

Hiring Support (10%)

• Manage all administrative aspects of the hiring process, including conducting initial application screening and Spanish screens (when applicable) for candidates; working with the Hiring Manager on creating, organizing and populating interview rubrics; scheduling and note-taking (as necessary) at interviews; and conducting reference checks.
• Support DAP Leadership in advancing best practices in equity and inclusion during the recruitment process.

Educate Funders (5%)

• Participate in community engagement and stakeholder relationship activities as required by program.
• Arrange speaking engagements with impacted people and provide logistical support.

Other DAP Support Services (5%)

• Coordinate with DAP managers and staff to make quarterly updates to the DAP Handbook to ensure DAP staff can stay up-to-date on DAP policies and procedures.
• Assist other program staff in completion of their workload during high work/low bandwidth periods.
• Contribute to discrete projects as discussed with the DAP Program Manager and DAP leadership.

[1] This list is illustrative and not intended to be a complete classification of all job functions or tasks.

Additional Role-Specific Details:

Position Type

Full-time, non-exempt

Reports To

DAP Program Manager or Senior Program Associate

Supervisory Responsibility

N/A

Hiring Timeline

N/A

Salary [2]

$47,500- $61,800

[2] In 2018 Amica Center implemented a compensation framework to be more straightforward, transparent, and provide assurance of internal equity. The compensation model we use is based on an individual's position and years of relevant work experience to avoid salary discrepancies and to reduce the risk of racial, gender, or other forms of bias affecting a candidate's salary.

Location and/or Travel Requirements

This position can be based in either the Washington, DC or Baltimore, MD office. Due to business related travel expectations, it is recommended candidates live within 30-miles of their assigned primary office.

Telework

Amica Center operates a hybrid work environment where staff are required to work at least one day per week in-office, but some roles require more office/on-site attendance or travel.

COVID-19 Vaccination:

All employees are required to be fully vaccinated and boosted against COVID-19. To be fully vaccinated means having completed the full dosages required for the type of vaccine obtained as designated by the CDC. If boosters are subsequently recommended by the Centers of Disease Control and Prevention (CDC) then employees will be required to receive the booster within thirty (30) days of their eligibility to access the boosters.

Benefits

• Amica Center’s benefits package includes:
• Free gym access located in Washington, D.C or Baltimore, MD (dependent on employee’s primary office)
• Flexible working hours after successful completion of trainings and with approval of supervisor
• Pre-tax commuter benefits for those living in the DMV
• Subsidized health, dental insurance, and vision insurance (Amica Center pays a very high rate of the insurance package, for which we can provide additional information)
• Eligibility for data reimbursement payments totaling: $300 on an annual basis
• Life Insurance valued at $50,000, as well as long- and short-term disability
• The option to set up a Flexible Spending Account
• High Deductible Health Plan (HDHP) with a one-time employer contribution of $350 to the Health Savings Account (HSA)
• The option to set up a 403(b) account (the equivalent of a 401(k) account for non-profits) which the organization has the option, for all employees on an annual basis, to match at a certain percentage after one year of continuous employment

Paid time off includes:

• 23 personal days per calendar year
• Up to 20 days of sick time per calendar year
• 7 hours of volunteer time off
• Federal holidays
• Paid winter break closure
• 12 weeks of parental leave

Competencies Required:

Substantive Proficiency

The Program Associate (PA) understands the basic requirements of DAP’s various contracts and grants such that they can provide meaningful support to DAP Program Manager and the Institutional Giving Manager in internal tracking and external reporting. The Program Associates will collaborate with each other and with the DAP Program Manager to maintain systems of internal reporting and will liaise with legal and social services teams to ensure compliance with internal processes. The PA will implement new systems when areas for improvement are identified. The PA will demonstrate a growing understanding of Amica Center’s practices in the culturally competent provision of legal services and will support the program in formal and informal advocacy for grant opportunities.

The PA demonstrates a growing understanding of financial, operational, and grant management concepts at a level that allows them to function with moderate supervision. The Program Associate will be required to interact with internal staff and external stakeholders about expenses, invoicing, and other administrative functions related to the day-to-day expenditures of the DAP team, The program associate will put into practice newly learned concepts and techniques.

Programmatic Proficiency

The Program Associate properly prioritizes tasks and projects with moderate supervision and carries out tasks and projects effectively and efficiently. These tasks include including coordinating financial and logistical operations, coordinating mental health evaluations and growing our external database of mental health evaluators, providing administrative support for DAP hiring processes, and tracking data across DAP in line with the requirements of various funding streams. The Program Associate demonstrates a firm understanding of contractual obligations and self-sufficiency in program management responsibilities.

Administrative

The Program Associate ensures that all administrative aspects of their position are carried out with limited supervisory support, including ongoing file and database maintenance, DAP handbook updates, Language Line invoice reconciliation, timesheets, etc.

Qualifications Required:

• Strong ability to plan and prioritize tasks, time management skills with the ability to prioritize and maintain deadlines.
• Proficiency in Microsoft Office (Word, Excel, PowerPoint), including experience manipulating data in Excel.
• Proficiency in database management, and data manipulation & reporting.
• Basic bookkeeping experience.
• Detail-oriented with excellent problem-solving, organizational, and time-management skills.
• High school diploma or GED required.
• Favorable results on background check including driving record, and state and federal criminal records.
• Ability to work independently.
• Ability to handle and prioritize a large volume of requests.
• Excellent written and spoken communication skills.
• Strong desire to contribute to a team environment.

Preferred Qualifications

• Written and oral Spanish professional proficiency preferred
• No direct experience necessary, but prefer 1-3 years of relevant experience in program management support or at an immigration legal services organization.
• Prefer some experience working in an office setting, but not required.
• Prefer experience working with legal case management platforms, such as LegalServer.

At Amica Center, we embrace the fact that talented individuals come from diverse backgrounds and life experiences. We believe that diversity in all dimensions of the organization supports and bolsters the innovative thinking essential to our success. Amica Center values your unique perspectives, skills, and potential, and we are committed to providing equal opportunities for growth and development. If you are passionate about Amica Center's mission and are excited to contribute your talents to our team, we encourage you to submit your application. Candidates from traditionally underrepresented groups are strongly encouraged to apply. If you are a candidate with a disability and require accommodations to apply for this position, please contact us at HR@amicacenter.org.

EEO Statement

Amica Center for Immigrants’ Rights is an equal opportunity employer. In accordance with anti-discrimination law, it is the purpose of this policy to effectuate these principles and mandates. Amica Center prohibits discrimination and harassment of any type and affords equal employment opportunities to employees and applicants without regard to race, color, religion, sex, sexual orientation, gender identity or expression, pregnancy, age, national origin, disability status, genetic information, protected veteran status, or any other characteristic protected by law. Amica Center conforms to the spirit as well as to the letter of all applicable laws and regulations.

Our Anti-Racism Statement:

https://amicacenter.org/becoming-anti-racist/

How to Apply:

Submit your resume and a cover letter that explains your interest in this role with your Paylocity application. In your cover letter, please be sure to include the below:

• Describe your experience extracting, cleaning, and manipulating data from multiple sources. What tools and methods do you use to ensure data accuracy?
• Describe any experience you have in helping to improve internal organization systems and/or making recommendations to management for improvement.

Competencies Required:

Substantive Proficiency

The Program Associate (PA) understands the basic requirements of DAP’s various contracts and grants such that they can provide meaningful support to DAP Program Manager and the Institutional Giving Manager in internal tracking and external reporting. The Program Associates will collaborate with each other and with the DAP Program Manager to maintain systems of internal reporting and will liaise with legal and social services teams to ensure compliance with internal processes. The PA will implement new systems when areas for improvement are identified. The PA will demonstrate a growing understanding of Amica Center’s practices in the culturally competent provision of legal services and will support the program in formal and informal advocacy for grant opportunities.

The PA demonstrates a growing understanding of financial, operational, and grant management concepts at a level that allows them to function with moderate supervision. The Program Associate will be required to interact with internal staff and external stakeholders about expenses, invoicing, and other administrative functions related to the day-to-day expenditures of the DAP team, The program associate will put into practice newly learned concepts and techniques.

Programmatic Proficiency

The Program Associate properly prioritizes tasks and projects with moderate supervision and carries out tasks and projects effectively and efficiently. These tasks include including coordinating financial and logistical operations, coordinating mental health evaluations and growing our external database of mental health evaluators, providing administrative support for DAP hiring processes, and tracking data across DAP in line with the requirements of various funding streams. The Program Associate demonstrates a firm understanding of contractual obligations and self-sufficiency in program management responsibilities.

Administrative

The Program Associate ensures that all administrative aspects of their position are carried out with limited supervisory support, including ongoing file and database maintenance, DAP handbook updates, Language Line invoice reconciliation, timesheets, etc.

Qualifications Required:

• Strong ability to plan and prioritize tasks, time management skills with the ability to prioritize and maintain deadlines.
• Proficiency in Microsoft Office (Word, Excel, PowerPoint), including experience manipulating data in Excel.
• Proficiency in database management, and data manipulation & reporting.
• Basic bookkeeping experience.
• Detail-oriented with excellent problem-solving, organizational, and time-management skills.
• High school diploma or GED required.
• Favorable results on background check including driving record, and state and federal criminal records.
• Ability to work independently.
• Ability to handle and prioritize a large volume of requests.
• Excellent written and spoken communication skills.
• Strong desire to contribute to a team environment.

Preferred Qualifications

• Written and oral Spanish professional proficiency preferred
• No direct experience necessary, but prefer 1-3 years of relevant experience in program management support or at an immigration legal services organization.
• Prefer some experience working in an office setting, but not required.
• Prefer experience working with legal case management platforms, such as LegalServer.