Intake Specialist & Volunteer Coordinator

Introduction:

The Intake Specialist & Volunteer Coordinator will assist in the day-to-day operations of a nonprofit immigration law organization. This is a hybrid position reporting to the Immigration Hub Staff Attorney. This position will also work across teams.

The intake specialist conducts intake and eligibility screening of potential clients by phone and is also responsible for scheduling initial consultations for callers with legal staff. The remaining half of the position’s time is primarily dedicated to serving as a volunteer coordinator.

What’s in it for you?

• The opportunity to make an impact in the community by enhancing opportunities for immigrants and refugees in Minnesota and North Dakota.
• We believe in work-life harmony. This role offers the flexibility to blend remote work with in-office collaboration.
• We provide paid leave including the following:
  • Paid-time-off (PTO) that increases based on tenure but starts off with 20 days per year.
  • Employee Sick and Safe Time (ESST) of 80 hours per year (pro-rated for the first year) to be used for sick and safe time.
  • Holiday leave, including 11 holidays & the week between Christmas Eve & New Years Day.
• We provide competitive benefits including the following:
  • Medical insurance through Medica: ILCM currently pays 90% of the employee & dependent portion of premiums and 80% for spouses/domestic partners.
  • Dental insurance through Delta Dental: ILCM currently pays 65% of the employee and dependent premiums.
  • Vision insurance through Avesis: ILCM currently pays 65% of the employee and dependent premiums.
  • Health Savings Account (HSA) & Flexible Spending Account (FSA): ILCM currently contributes $500 per year. To enroll in the HSA, the employee has to be enrolled in the HSA eligible medical plan.
  • Life, Short/Long-term Disability Insurance through Reliance with the option to buy additional voluntary life insurance.
  • SIMPLE IRA Retirement Plan w/employer match of up to 3% of the employee’s compensation to start January 2026.
  • A remote connectivity stipend of $50/month.
• We provide professional development & growth opportunities to all our employees including a $500 annual professional development stipend.

Why ILCM?

• You will be championing social justice. The work directly advances equity, human rights, and access to justice for those who often lack a voice.
• You will gain specialized expertise. You'll deepen your legal knowledge in areas like asylum, VAWA petitions, U and T visas, removal defense, and naturalization.
• You will work with a committed organization dedicated to serving and empowering clients. ILCM’s values are grounded in respect for and partnership with our immigrant and refugee clients.

Primary Responsibilities

As previously stated, the position is responsible for two functions: Intake & Volunteer Coordination. The following are the responsibilities for each of those parts:

A. Intake Specialist Responsibilities:

1. - Answering and processing incoming calls on ILCM’s intake telephone line, including:

• Staffing the intake line
• Screening each caller for income eligibility and, if income-eligible, then for case type
• Scheduling initial consultation appointments with ILCM legal staff
• Creating cases in LegalServer database
• Documenting all calls in a call log, including follow up questions for review from the intake and legal supervisors
• Tracking rejected calls
• Sending appointment confirmation reminders to clients
• Providing callers with referrals to other service providers, as needed
• Using LanguageLine interpreting services as necessary, and document use
• Serving as point of contact for professionals who call the intake line
• Providing referrals or determining if calls can be transferred to legal staff
• Checking messages and call-back lists from reception staff and returning calls within 48 hours
• Following up with potential clients referred from partner agencies via phone calls, emails, and LegalServer E-Transfers

1. - Coordinating with all legal staff on intake availability and case type, including:

• Communicating with legal staff to determine availability for upcoming intake dates
• Making intake calendar templates and having them available for scheduling
• Communicating with Pro Bono Manager regarding intake process and appointments for Pro Bono team
• Emailing the general intake calendar to legal staff prior to their scheduled appointments

1. - Safety planning for violence victims who call intake lines: Making sure clients are connected with shelters, advocates, crisis lines, or other services as needed
2. - Participating in case review and legal meetings to learn about specific forms of legal relief and provide input about process and system improvement
3. - Providing training and supervision of intake volunteers
4. - Assisting in the preparation and staffing of intake-related outreach events
5. - Keeping intake manual up to date with all policies and procedures

B. Volunteer Coordinator Responsibilities:

1. Working across teams to meet volunteer & intern needs of the organization including:
   • Listing of positions and maintaining relationships with volunteer & intern programs
   • Recruiting, interviewing, selecting, and placing applicants for volunteer opportunities
   • Providing orientation and other onboarding logistics for ILCM volunteers and interns
2. Building relationships with the community as well as colleges and law schools for volunteer opportunities and internships
3. Identifying and working with different scholarship programs for internships and work-study programs
4. Tracking volunteer hours and providing such data for grant proposals, grant reporting, and annual audit
5. Coordinating volunteer translators or paid services, as appropriate, for communication materials and/or for caseworkers as needed
6. Translate documents as needed
7. Submit expense authorizations for translations

Qualifications | Knowledge, Skills & Abilities:

• • Preferred Associate or Bachelor’s degree in any field
  • Paralegal experience or experience working in an attorney’s office with some college credits
• Experience advocating on behalf of immigrants
• Ability to balance hybrid job responsibilities
  • Fluency in a language spoken by a significant proportion of ILCM’s client population, such as Spanish, Somali, Hmong, Amharic, Oromo, Karen, or Karenni
• Proficient in all Microsoft programs including Word, Excel and Outlook
• Ability to learn database programs that organize client and/or contact information (e.g., LegalServer)
• Must be detail-oriented and able to meet deadlines while managing multiple tasks simultaneously
• Must have excellent interpersonal communication skills and relationship-building skills to effectively work with a variety of people and personalities (e.g., clients, partnering agencies, Board members, volunteers, independent contractors, and staff
• Must be able to communicate clearly in person and in writing
• Must understand and display high levels of internal and external customer service, with excellent listening skills
• Must be able to plan, prioritize, coordinate, and manage own work
• Must be able to work unsupervised and solve routine problems independently, effectively and creatively
• Must understand and maintain the confidential nature of organizational information

• We provide paid leave including the following:
  • Paid-time-off (PTO) that increases based on tenure but starts off with 20 days per year.
  • Employee Sick and Safe Time (ESST) of 80 hours per year (pro-rated for the first year) to be used for sick and safe time.
  • Holiday leave, including 11 holidays & the week between Christmas Eve & New Years Day.
• We provide competitive benefits including the following:
  • Medical insurance through Medica: ILCM currently pays 90% of the employee & dependent portion of premiums and 80% for spouses/domestic partners.
  • Dental insurance through Delta Dental: ILCM currently pays 65% of the employee and dependent premiums.
  • Vision insurance through Avesis: ILCM currently pays 65% of the employee and dependent premiums.
  • Health Savings Account (HSA) & Flexible Spending Account (FSA): ILCM currently contributes $500 per year. To enroll in the HSA, the employee has to be enrolled in the HSA eligible medical plan.
  • Life, Short/Long-term Disability Insurance through Reliance with the option to buy additional voluntary life insurance.
  • SIMPLE IRA Retirement Plan w/employer match of up to 3% of the employee’s compensation to start January 2026.
  • A remote connectivity stipend of $50/month.
• We provide professional development & growth opportunities to all our employees including a $500 annual professional development stipend.