Program Assistant

First Friends of New Jersey & New York

Program Assistant (Full-Time)

Location: Remote/hybrid (NJ/NY area) with regular in-person events/meetings

Reports to: Program Coordinator (collaborates with Volunteer Manager)

Schedule: Full-time; some evenings/weekends; regional travel required

Compensation: $47,000 starting salary + benefits

About First Friends of NJ & NY

Since 1997, First Friends has upheld the inherent dignity and humanity of immigrants impacted by the immigration enforcement system. We provide compassion and hope through connections with volunteers dedicated to helping people survive detention, gain freedom, and rebuild their lives.

Role Overview

The Program Assistant keeps programs organized and moving—supporting hotline operations, case documentation, accompaniment logistics, and volunteer engagement, including logistics for in-person volunteer gatherings, so volunteers and Friends have what they need.

Key Responsibilities

Program & Hotline Support

• Monitor shared program inboxes and hotline admin tasks; route messages and flag urgent items.
• Maintain scripts, checklists, resource guides; keep supplies and digital folders organized.
• Coordinate coverage reminders (with the Volunteer Manager and Program Coordinator).

Client Admin & Referrals

• Enter intervention notes promptly; maintain accurate, confidential records.
• Assist with intakes/triage and document referrals to legal/community partners (incl. out-of-state, with consent).
• Support accompaniment logistics (confirm times, directions, day-of details).

Data & Reporting

• Keep clean data in spreadsheets / client database (interventions, activities, volunteer hours, etc.).
• Run simple reports; share monthly metrics/notes with the Program Coordinator and Executive Director.

Events & Logistics (Support Role)

• Support volunteer-facing events led by the Volunteer Manager, including in-person volunteer gatherings and trainings: RSVP tracking, sign-ins, materials, space/food logistics, accessibility (e.g., interpretation), and post-event follow-up/documentation.

Operations & Admin

• Manage small mailings, print jobs, packet assembly; coordinate pickups/deliveries.
• Maintain internal directories (legal aid, shelters, community orgs) and vendor contacts.
• Uphold trauma-informed, privacy-respecting practices.

Qualifications

• Strong commitment to First Friends’ mission and values.
• Organized, responsive, detail-oriented; reliable follow-through.
• Clear written and phone/email communication; comfortable multi-tasking.
• Comfortable using/learning Google Workspace, spreadsheets, Zoom, 8x8 (hotline), Signal.
• Spanish a plus (or willingness to work with interpreters).
• Able to travel within NJ/NY; occasional evenings/weekends.
• No degree required. We welcome applicants from caregiving, service/retail, organizing, or other community-based roles who can do the work with care and reliability.

How to Apply

Email your résumé and a brief statement of interest to info@firstfriendsnjny.org with the subject line “Program Assistant – First Friends.” Applications reviewed on a rolling basis.

$3,000 yearly health stipend, paid out quarterly

Fluency (spoken and written) in Spanish—or another top non-English language spoken in New Jersey (e.g., Tagalog, Chinese, Hindi, Korean, Gujarati, Portuguese, Arabic, Polish, or Russian)—is preferred, but not required.