Program Associate, Detained Adult Program

Who We Are:

CAIR Coalition fights every day alongside immigrant children and adults who are detained and facing deportation. We provide legal and social services to immigrants in the Capital Region and beyond.

Role Description:

A Program Associate in the Detained Adult Program works collaboratively with staff and leadership to:

• Contribute to the program’s provision of services, including administrative tasks such as database maintenance and reporting to funders. 
• A Program associate in the Detained Adult Program works with attorneys on legal and non-legal administrative tasks, and assists with programmatic and operational tasks with the DAP program. 
• The Program associate assures all systems are up to date, finances are reconciled on time, and that purchases for staff are documented as well as for funders.

General Duties and Responsibilities [1]:

Administration: 40%

• Work with Development and DAP leadership in carrying out tasks including database maintenance and reporting to funders, including training staff on reporting requirements.
• Effectively communicate with invoicing and data points of contact for major grantors. 
• Actively engage in CAIR Coalition’s training efforts, as needed. 
• Ensure the timely and accurate entry of data and case information into shared databases.
• Assist program leadership in planning and implementation of program goals. 

Finance: 30%

• Primary Point of Contact for DAP Credit Card usage and reconciliation; 
• Creating and maintaining programmatic systems to support finance coordination; 
• Ensure internal finance reporting complies with the reporting requirements of various funding streams;
• Effectively communicate with invoicing and data points of contact;
• Travel coordination for DAP staff, including hotel and airline bookings for jail visits and conferences; 
• Organization of data; 
• Monitoring small budgets and communicating with staff regarding budget status and availability of funds; 
• Coordinating legal service provider subcontractors, ensuring contracts and payments are organized and timely; 
• Support emergency client needs outside normal working hours on occasion or as departmental needs arise; 
• Discrete projects as needed. 

Educate Funders 15%

• Attendance at in-person events as required by program. 
• Arrange speaking engagements with impacted people, logistical support 

Organizational Services: 15%

• Assist other program staff in completion of their workload during high work/low bandwidth periods. 
• Actively participate and contribute to stakeholder relationship activities as needed for grant management. 
• Discrete projects as required by program leadership.

Our Work Environment:

CAIR Coalition’s Detained Adult Program (DAP) is a highly collaborative work environment. We work in smaller focused teams around various direct representation and legal orientation projects, but all DAP colleagues are interconnected through case workshopping, appeals management, advocacy initiatives, and staff-run committees.

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

We center impacted people in our advocacy and media. We embrace the movements to bring universal representation, an end to detention, and meaningful due process to the U.S. immigration system in our work, which also staying focused on the practical work we are trained to do and where we are most useful in this space. We grow our reach and skill set when resources permit and there is interest! 

Competencies Required:

Substantive Proficiency 

The Program Associate is able to understand the basic requirements of DAP’s various contracts and grants such that they are able to provide meaningful support to team leads and the Grants and Programs Manager, in internal tracking and external reporting. The Program Associate will maintain systems of internal reporting and will liaise with legal and social services regarding complying with systems requirements. The PA will implement new systems when areas for improvement are identified. The Program Associate will demonstrate a growing understanding of CAIR Coalition’s practices in the culturally competent provision of legal services and will support the Grants Manager and other staff in formal and informal advocacy for grant opportunities.

The Program Associate 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 in regard to 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 minimal oversight and carries out tasks and projects effectively and efficiently. These tasks include including depositing funds on detention center accounts for legal and social service needs; engaging in group bookings for conferences and other functions; streamlining access to DAP Credit Card for ad hoc client and staff purchases; and timely reconciling the same. 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 file and database upkeep, reporting requirements, and facility visit preparation and breakdown, etc.

Qualifications Required:

• Written and oral Spanish fluency preferred
• Detail-oriented with excellent problem-solving, organizational, and time-management 
• skills. 
• Strong ability to plan and prioritize tasks, time management skills with the ability to prioritize and maintain deadlines. 
• Competency in Microsoft Office (Word, Excel, PowerPoint) and database management. 
• No experience necessary but prefer 1-3 years of relevant experience in program management support or at an immigration legal services organization. 
• Favorable results on background check including driving record, and state and federal criminal records. 
• High school diploma or GED required, but bachelor’s degree or relevant equivalent experience preferred. 
• Ability to pass a government background check- required. 
• Ability to work independently. 
• Handle and prioritize a large volume of requests. 
• Basic booking-keeping. 
• Prefer some experience working in an office setting, but not required. 
• Detailed oriented and organized. 
• Excellent written and spoken communication skills. 
• Strong desire to contribute to a team environment.
• It is expected that the candidate will need to travel for work-related business. As a result, the candidate must possess a valid driver's license and be comfortable operating a vehicle upon hiring. This role requires travel, but qualified individuals with disabilities may be accommodated in a reasonable manner under the Americans with Disabilities Act (ADA).

What Else You Should Know:

Position Type

Full-time, non-exempt

Timeline

Applications are reviewed on a rolling basis. 

Salary

$47,500-$63,800 commensurate with experience

Location

This position will be based from the Washington, D.C. or Baltimore, M.D. Office. This job can be performed fully remotely for the right candidate.

Telework

All CAIR Coalition staff, interns, and volunteers are working a hybrid-work model (in-person and virtual/remote) as long as they are in compliance with CAIR Coalition's COVID-19 policies. Due to the duties and responsibilities of certain positions, certain staff members will be required to live within 30 miles of their assigned primary office. 

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. 

How to Apply:

Submit your resume, a cover letter that explains your interest in this role, and a writing sample with your Paylocity application. 

https://recruiting.paylocity.com/Recruiting/Jobs/Details/1717187 

EEO Statement

Capital Area Immigrants’ Rights (CAIR) Coalition is an equal opportunity employer. In accordance with anti-discrimination law, it is the purpose of this policy to effectuate these principles and mandates. CAIR Coalition 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, homeless status, or any other characteristic protected by law. CAIR Coalition conforms to the spirit as well as to the letter of all applicable laws and regulations. 

Anti-Racism Statement:

https://www.caircoalition.org/cair-coalitions-statement-becoming-anti-racist-organization