IMMIGRATION ADMINISTRATIVE ASSISTANT

Mercy Center is a comprehensive community-based organization serving women, men, and families in the Mott Haven section of the South Bronx. For over 30 years, Mercy Center has provided critical programming focused on economic stability, education, and immigrant support services designed to promote self-sufficiency, equity, and community well-being

Department: Immigration & Asylum Seeker Programs 

Reports To: Co-Director, Immigration & Asylum Seeker Programs 

Status: Full-Time, Non-Exempt (40 hours per week) Location: South Bronx, NY (Onsite) 

Salary Range: $45,000–$50,000 annually, commensurate with experience

Position Summary

The Immigration Administrative Assistant provides administrative and client support to ensure the efficient operation of the Immigration & Asylum Seeker Programs Department. This position serves as the first point of contact for participants and supports all aspects of client intake, appointment scheduling, document management, data entry, referrals, and case file organization.

The successful candidate will demonstrate excellent organizational skills, strong attention to detail, cultural competency, and the ability to manage confidential information while working in a fast-paced, client-centered environment.

Essential Duties and Responsibilities

• Serve as the primary point of contact by answering telephone calls, emails, and general inquiries from participants and prospective participants in a professional and culturally responsive manner.
• Provide accurate information regarding immigration services, eligibility requirements, agency programs, and available community resources.
• Conduct preliminary participant screenings to determine eligibility for immigration-related services and refer complex matters to appropriate program staff.
• Coordinate participant intake by maintaining intake lists, distributing intake forms, and ensuring all required documentation is received and complete.
• Schedule, confirm, and maintain participant appointments while coordinating the collection of supporting documentation required for USCIS applications and related immigration matters.
• Maintain accurate participant records by entering and updating information in agency databases and case management systems in accordance with program and grant requirements.
• Organize, maintain, scan, and securely store paper and electronic case files while ensuring confidentiality and compliance with agency record retention policies.
• Receive, sort, scan, and distribute incoming mail, including highly confidential and time-sensitive court correspondence and USCIS notices.
• Prepare and send outgoing correspondence and documents, utilizing appropriate mailing methods and tracking procedures when necessary.
• Maintain referral tracking for ESOL, citizenship preparation classes, legal services, and other community resources.
• Assist with community outreach activities, workshops, information sessions, and special events as assigned.
• Maintain departmental office organization, inventory office supplies, and prepare program materials as needed.
• Provide administrative support to the Co-Director and other program staff, including copying, filing, scanning, preparing correspondence, and maintaining records.
• Ensure all participant information is handled in accordance with confidentiality requirements, agency policies, and applicable federal, state, and local regulations.
• Support the collection and maintenance of accurate participant and program data to meet reporting requirements for grants, contracts, and funding agencies.
• Contribute to the achievement of departmental performance goals and program outcomes through timely and accurate administrative support.
• Perform other duties as assigned to support program operations.

Minimum Qualifications

Education and Experience

• Bachelor's degree and a minimum of two (2) years of administrative, case management, immigration, legal, nonprofit, or human services experience preferred; OR
• High School Diploma or GED and a minimum of four (4) years of progressively responsible administrative experience in a similar environment.

Knowledge, Skills, and Abilities

• Demonstrated fluency in both spoken and written English and Spanish, or spoken and written English and French, is required.
• Interest in or experience working with immigration law, immigrant services, legal services, or asylum-related programs preferred.
• Demonstrated commitment to serving immigrant, refugee, asylum-seeking, and low-income communities.
• Demonstrated ability to communicate effectively and professionally with individuals from diverse cultural, linguistic, and socioeconomic backgrounds.
• Excellent customer service, interpersonal, verbal, and written communication skills.
• Strong organizational, time management, and multitasking abilities with exceptional attention to detail.
• Ability to prioritize multiple assignments and meet deadlines in a fast-paced environment.
• Proficiency with Microsoft Office Suite (Word, Excel, Outlook, Teams) and experience with electronic databases and data entry.
• Ability to maintain strict confidentiality and appropriately handle sensitive participant information.
• Demonstrated ability to work independently while contributing effectively within a collaborative team environment.
• Strong problem-solving skills, sound judgment, and professionalism.
• Ability to work under pressure while maintaining a high level of accuracy and quality.

Physical Requirements and Work Environment

• Work is primarily performed in a standard office environment.
• Regular use of computers, telephones, printers, scanners, and other office equipment.
• Frequent sitting, typing, and viewing computer screens.
• Ability to occasionally lift and carry office materials weighing up to 20 pounds.
• Occasional travel to community events or other Mercy Center locations may be required.
• Some evening and occasional weekend hours may be required to support program operations and community outreach activities.

Compliance Requirements

The successful candidate must:

• Successfully complete all required pre-employment background checks in accordance with agency policies and applicable funder requirements.
• Maintain confidentiality of participant information in accordance with agency policies and applicable federal, state, and local laws.
• Complete all required agency onboarding, compliance, and mandatory training.
• Adhere to all Mercy Center policies, procedures, and grant requirements, including those established by federal, state, city, and private funding agencies.
• Support agency efforts related to quality assurance, documentation standards, audits, and program monitoring.

Compensation and Benefits

Salary: $45,000–$50,000 annually, commensurate with education and experience.

Mercy Center offers a comprehensive benefits package, which includes:

• Medical, dental, and vision insurance
• Retirement plan with tax-deferred annuity options
• Generous paid vacation, sick leave, personal leave, and paid holidays
• Professional development and training opportunities
• Employee Assistance Program (EAP), where applicable

Equal Employment Opportunity

Mercy Center is an Equal Opportunity Employer committed to building a diverse workforce and fostering an inclusive workplace. We encourage qualified individuals of all backgrounds to apply. Employment decisions are made without regard to race, color, religion, creed, sex, gender identity or expression, sexual orientation, national origin, age, disability, veteran status, or any other protected characteristic under applicable federal, state, or local law.