Survivor Services Sector Program Assistant

The Immigrant and Refugee Community Organization (IRCO) is a non-profit organization established in 1976 to serve immigrants, refugees, and the broader community in Portland, Oregon. Our mission is to welcome, serve and empower refugees, immigrants and people across cultures and generations to reach their full potential. Find out more at

POSITION: Survivor Services Sector Program Assistant

JOB CLASS/GRADE: Assistant / Grade 9

WAGE: Starting at $45,000 per year based on experience

FLSA; EEO; WC: Non-Exempt; Administrative Support Workers; 8864

LOCATIONS: IRCO Main Office, 10301 NE Glisan St Portland OR 97220, Hybrid schedule

FTE; FT/PT; STATUS: 1.0 FTE; Full-Time with Benefits; Regular

NUMBER OF POSITIONS: (1)

APPLY AT:

STATUS: Full-Time with Benefits

PROGRAM(S): Refugee & Immigrant Family Strengthening (RIFS) and Services Against Exploitation SAE

SECTOR: Survivor Services

REQUIREMENTS: Able to pass an extensive background check

This job announcement is intended to describe the general nature and level of work being performed in this job. This is not intended to be construed as an exhaustive list of all responsibilities, duties, and skills required.

Program Summary

IRCO's Survivor Services department consists of its Refugee & Immigrant Family Strengthening (RIFS) program, which works with survivors of domestic violence, sexual assault, and stalking (DVSA) together with its Services Against Exploitation (SAE) program, which works with survivors of human trafficking (HT) both sex and labor.

RIFS was launched by IRCO in 1998 in response to the large volume of immigrants and refugees coming to the Tri-County area who were survivors of abuse. IRCO started the SAE program in 2018 to improve coordination among existing anti-human trafficking (HT) agencies and to offer community esponsive survivor support. Although open to all survivors of all backgrounds, both RIFS and SAE understands the community traditions, religious, legal, and language barriers faced by immigrant, refugee, and foreign-born survivors of DVSA/HT. RIFS and SAE are comprised of teams of Advocates who help survivors with safety planning and crisis intervention; emergency and stabilized housing solutions; intensive bilingual advocacy and case management; interpretation and translation services; strengthening self-sufficiency; linkages to education and employment opportunities; assistance with accessing grants or other community resources; legal advocacy and court accompaniment; transportation; and navigating immigration issues. Survivor Services also develops and conducts awareness education and outreach in our immigrant and refugee communities, with stakeholders and partner organizations, and beyond.

Position Summary

The Survivor Services Sector Program Assistant is an important member of the Survivor Services team and provides vital support to department management and colleagues. This person will facilitate program paperwork, correspondence, various projects, CompSite and recordkeeping using their clerical and administrative skills.

The Sector Services Sector Program Assistant will bear primary responsibility for entering complete and accurate participant data into multiple database systems, which means quick and accurate typing/data entry will be an important skill. The role requires interpersonal communication, a trauma-informed and compassionate approach to social services, and strong time and task management.

Part of this position will involve answering RIFS' hotline phone and using the RIFS Credit Card to make the program's approved purchases. The Survivor Services Sector Assistant will receive training to become an IRCO Credit Card User and a Certified Advocate with the skills and knowledge necessary to provide immediate support to community members in need and then assign a longer-term Advocate to the case.

With a moderate degree of complexity, the Survivor Services Sector Program Assistant operates with minimal supervision, but plenty of collaboration and engagement with colleagues. Often this position must balance requests by multiple people and be comfortable setting clear expectations and meeting deadlines. The successful Survivor Services Sector Assistant will perform their duties with independent judgment, initiative, and accuracy, and the role is designed as an entry point into IRCO's Survivor Services department.

Essential Functions

Supporting Participants and Survivors on the Hotline

• Implement a survivor-centered, strengths-based, trauma-informed empowerment model in assisting clients to heal and attain stability as driven by their priorities and goals
• Utilize a survivor-centered, strengths-based, trauma-informed empowerment model
• Assess potential participants for eligibility, conduct brief intake sessions, follow up on internal and external referrals, and assign to Advocates for case management
• Provide or secure interpretation, translation, and accessibility services
• Practice de-escalation skills when needed to callers in crisis or a heightened state
• Engage callers by exercising active listening, empathy and compassion; report each call in the hotline database and recommend relevant resources

Participant Files and Data Collection

• Maintain confidential participant files including records of intakes, and all contacts and referrals
• Maintain a high level of confidentiality of participants identifying information. Confidentiality standards must meet the Violence Against Women Act (VAWA) minimum standards. For complete list of standards please visit
• Adhere to program, agency, and federal legal policies on client confidentiality
• Complete data entry, case notes, client file updates, and other administrative tasks
• Work closely with Survivor Services staff and partners to enter and monitor data
• Maintain orderly filing system for any client files; ensure files are kept confidentially secured and removed for off-site secure storage at the appropriate date
• Complete timely and accurate data entry of client data into the program's Efforts to Outcomes (ETO) database as well as Multnomah County's ServicePoint CompSite/WellSky data system
• Manage data entry processes to accurately track program outcomes for Funder and Program Coordinator and Managers
• Flag data entry/data quality issues for Program Coordinators

Working as a Team Member:

• Actively participate in regular internal meetings, trainings, and community events (as appropriate), and as requested, record and send meeting minutes and other notes for Coordinators and Manager
• Attend monthly sector meetings, case conference meetings, and one-on-one supervision meetings.
• Co-train staff and volunteers on hotline support.
• Prepare routine correspondence, flyers, forms, client folders and/or other business-related documents as requested
• Provide general administrative support to Sector Manager, Program Coordinator and Advocates
• Support various sector projects

Secondary Functions

• Ability to meet multiple, including conflicting deadlines
• Ability to deal with distressed and demanding clients and employees in an effective manner
• Ability to maintain a high level of confidentiality
• Ability to communicate with a variety of personality types and levels of the organization as well as with people outside of the organization
• Ability to quickly and accurately enter large quantities of participant data; maintain strict client confidentiality protocols; and accurately compile, analyze, and interpret data
• Understand and follow complex written and oral instructions and procedures; work independently and be a vital and contributing part of a team
• Ability to complete many short- and long-term tasks and projects on different timelines simultaneously
• Excellent attention to detail, with analytical and problem-solving abilities

Requirements:

Education & Experience

MINIMUM JOB SPECIFIC QUALIFICATIONS:

• Interest and/or experience working directly with participants with varied backgrounds
• Completion of the 40-hour Oregon Domestic Violence Certified Advocate training, with additional relevant training on topics specific to survivors (or within 10 days of hire)
• Ability to cultivate and develop respectful working relationships with stakeholders, colleagues, and community members
• An effective and compassionate communicator, both verbally and in writing, and excellent active listening skills to identify the needs of our clients
• Training and understanding of Trauma-Informed Care
• Analytical, problem solving, and decision-making abilities
• Basic knowledge of laws of confidentiality, disclosures, and release of information
• Strong Microsoft Office skills and ability and willingness to learn and use new software after initial training
• Excellent attention to detail, with analytical and problem-solving abilities

PREFERRED QUALIFICATIONS:

• Fluency in English and, preferably, at least one other language commonly spoken by program participants

Physical, Mental, & Environmental Requirements

• Hybrid schedule
• Communication: Regular communication inside and outside the organization to exchange ideas and gather information
• Creativity: Minimal need for the redesign of single focus process or procedure is needed
• Mental: There is regular variation in tasks, and the job holder must decide which tasks to complete as well as the order in which tasks are completed
• Physical: Position requires little physical effort such as lifting, carrying, or constant movement, but does allow for movement needed to complete work tasks
• Impact and Influence: Positions at this level have some need or ability to analyze problems or concepts or make decisions on the information. Positions at this level have some impact to and influence on organization operations, programs, expense or budgetary outcomes
• Work Independence: Positions at this level are expected to handle regularly assigned work which includes making decisions and acting under limited supervision. New or unusual work is performed with a moderate degree of supervision, assistance, and review.
• Planning: Positions at this level must be able to foresee issues associated with their own work and identify future needs for supplies, equipment, resources which would stall operations or activities.
• Environment: This level has a work environment that contains hazards or obstacles on a regular basis. Working conditions include regular interactions with hostile individuals, gangs, victims of abuse, and individual safety plans are created.
• Schedule: The work schedule is mostly stable and does not fluctuate without prior notice.

Supervisory Responsibilities

Positions at this level are not responsible for any supervisory functions, or responsibilities, but may occasionally be asked to orient and/or train new employees or volunteers.

What We Offer

IRCO is a very employee-friendly workplace and offers great benefit package to our staff:

• Many flexible working arrangements and schedule
• Amazing opportunity to work with people who come from all over the world
• Work that helps your community
• 3 to 6 weeks of PTO per year
• 401k match of over 100% on first 5%, immediate vesting
• 3% match for student loans or college savings
• 12 Paid Holidays and 1 Floating Holiday
• Medical & Dental insurance options with 90% coverage for employee AND Families, no deductibles
• Employer Paid Life, Short term, and Long-term Disability Insurance
• Flexible spending account

Required Engagement

Engage fully in recommended professional development, as well as other assigned or required training activities. This engagement can also include participation in optional activities that embrace IRCO's mission, vision, and values-based initiatives.

How To Apply

• Complete the IRCO application in our Careers Portal: IRCO Application for Employment.
• Upload your resume and cover letter addressing your qualifications for this position IRCO Careers.
• For questions about this position, please email

Please note that physical applications are accessible from IRCO's main office, 10301 NE Glisan, Portland, OR Due to the high volume of applications received, we will not be able to contact applicants or return calls regarding applications. Complete applications should include a cover letter, resume, and IRCO application.

IRCO is an equal opportunity employer, and all qualified applicants will receive consideration for employment 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 characteristics protected by State and Federal law. We will make reasonable accommodations to meet our obligations under the Americans with Disabilities Act (ADA) and state disability laws.