Job description

IMMIGRANT AND REFUGEE COMMUNITY ORGANIZATION (IRCO) POSITION:

Volunteer Associate

WAGE: $52,488 - $64,152 per year

LOCATION: IRCO Main Office - 10301 NE Glisan St. Portland, OR. 97220 Hybrid Possible

APPLY AT: www.irco.org

STATUS: Full Time with Benefits

PROGRAM(S): Volunteer Sector

REPORTS TO: Volunteer Manager

OPENING DATE: May 10, 2023

CLOSING DATE: Open until filled

GENERAL POSITION SUMMARY:

The Development & Communications Division provides a wide range of support to increase resources and support for IRCO and our communities and includes Fundraising, Grants, Communications, Volunteer and Board Members. This position is part of its Volunteer Sector, which is broadly tasked with recruiting, onboarding, and training volunteers' agency-wide to assist IRCO programs and services.

The Volunteer Sector of the Development & Communications Division is currently looking for a Volunteer Associate to work closely with new and emerging programs within the Refugee Services Sector which focuses on assisting individuals and families who have fled their homes, have been granted refugee or parolee status by the US Government, and have been approved to resettle in Oregon. The strong applicant for this position will bring skills in areas like customer service, volunteer coordination, and recruit, train, orient, supervise, and provide on-site support to volunteers. The Volunteer Associate must have effective communication, organizational and interpersonal skills and respond positively and creatively under pressure. The Associate will have multiple focus areas for their work necessitating a strong understanding of these sectors and/or Divisions yet may be asked to facilitate any project as a part of the Volunteer Sector.

ESSENTIAL FUNCTIONS:

Volunteer Recruitment & Engagement

· Work with Development Division overall and Volunteer Sector to manage volunteer outreach and communications.

· Work in partnership with all IRCO staff and volunteers to provide high quality customer service and to ensure efficient and effective delivery of services.

· Organize and coordinate the recruitment of volunteers by interviewing and matching their talents with program needs for IRCO.

· Offer role-specific training for new volunteers and continue to update training materials as necessary; debrief with volunteers to assess next steps and continued program improvements.

· Develop, build, and maintain positive, long-term relationships with volunteers.

· Collect volunteer information, availability, and skills and process volunteer applications, set up volunteer accounts, conduct background checks.

· Monitor IRCO`s volunteer inbox and respond to program specific volunteer inquiries and questions.

· Keep new and existing volunteers informed about the organization and program specific volunteer needs/opportunities.

· Support a volunteer recognition program including regular events, awards, etc.

· Represent IRCO and Volunteer Sector in public forums and tabling events.

· Recommend ongoing ways to improve volunteer utilization and suggest for redesign of processes when needed.

· Provide regular evaluation to evaluate volunteer's experience and volunteer program.

· Maintain compliance with all relevant program/department requirements, including and not limited to adhering to all record-keeping and reporting requirements.

· Track Volunteer involvement and maintain required records per office and grantor requirements.

Refugee Services

· Recruit and support a team of volunteers to work closely with newly arrived refugees and their resettlement case managers.

· Match committed volunteers with refugee families from the point of initial arrival for up to 2 years of extended case management.

· Ensure volunteers have access to program specific trainings and an understanding of the refugee experience and their needs as new members of society.

· Ensure volunteers have knowledge of and access to resources that meet some needs of the newly arrived refugees.

· Convene and attend case consultations as necessary between volunteers and case managers.

· Provide volunteer data upon request for reporting purposes.

· Facilitate communication between the assigned case managers and the assigned volunteers.

· Coordinate with the resettlement Accounts & Admin Specialist and/or the case manager for volunteer scheduling.

· Coordinate with resettlement program staff to identify specific program needs in preparation for volunteer job descriptions, recruitment, and matching.

· Provide responsive support to volunteers to ensure that the position retains longevity.

· Understand and adhere to the Refugee Services Sector goals and the overall vision for the Workforce & Refugee Services Division.

Administrative

· Work with the Volunteer Manager to provide a range of needed administrative support for Volunteer Sector projects and activities such as scheduling meetings and assisting with agency wide events. This support may include but will not be limited to developing and communicating logistical plans, creating/providing materials, communicating with team members and leadership, and providing support (e.g., set-up, note-taking, clean up, filing, and follow-up).

· Compose and type reports, forms, spreadsheets, and related materials, and perform research, analysis, and statistical support for volunteer focus areas and for special projects as assigned.

· Engage in research and information gathering that supports volunteer projects, program development, and initiatives as assigned.

· Regularly read, copy, scan, email, compile, and document a variety of professional correspondence; material is often confidential and should be treated as such.

· Support the development, improvement, and or implementation of the internal volunteer tracking, data collection (monthly/quarterly/yearly reports), and database systems.

SECONDARY FUNCTIONS:

· Promote a culture of philanthropy, equity, and cooperation throughout the organization.

· Strategize how to educate and inform agency staff on the role of the Volunteer Team

· Represent the organization and Volunteer Team in public forums and events.

· Support and participate in staff meetings, trainings, committees, and other projects as assigned to support program development as well as other IRCO goals and objectives.

· Support team members with other projects and meetings as assigned, including providing occasional back up for other duties/team members.

· Complete other tasks as assigned which are consistent with the definition and intent of the job description.

JOB SPECIFIC QUALIFICATIONS:

EDUCATION AND EXPERIENCE:

Bachelor’s Degree (One year of relevant professional-level work experience may be substituted for one year of required education) + 3-4 years of volunteer coordination or management including supervision of volunteers required. Preferred: This experience was carried out working at IRCO and/or in a similar organization/environment that is multi-cultural, multi-lingual, and/or multi-ethnic.

· Required: Fluency in English, strong verbal, and strong written communication skills

· Ability to work well in team setting and independently; ability to be flexible and adapt well to different dynamics in a fast-paced work environment.

PHYSICAL, MENTAL & ENVIORNMENTAL REQUIREMENTS:

This position is hybrid (remote and in-person); most tasks can be carried out remotely with occasional on-site activities and in-person meetings. Remote work will be conducted using a computer from your own-remote site, so one must have the ability to sit and carry out complex tasks in this environment. Requires a consistent schedule during standard office hours Mon – Fri, 8:30am– 5:00pm PST, with flexibility as needed to accommodate occasional after-hours team projects and meetings.

Must also have:

· Consistent access to high-speed internet to accommodate working online for extended periods of time – in virtual (video and audio) meetings and using software/online collaboration tools. Must be reached by phone and email/chat during and occasionally after standard office hours. Office space is available and on- site activities/meetings will occasionally be required.

· Ability to regularly access IRCO sites in the Portland, Oregon metropolitan area including IRCO Main office site where the administrative offices are located.

· Ability to maintain confidentiality.

· Ability to communicate about and solve problems with transparency, positivity, and initiative.

· Must complete many short- and long-term tasks and projects on different timelines simultaneously and with quickly shifting priorities.

· Collaborate with and within an established team and with persons outside of the organization, which includes staff and leadership working in many different roles and levels of the organization.

· Ability to listen and clearly communicate on task progress, project needs, and about one’s schedule to accommodate team needs.

KNOWLEDGE:

Education: Bachelor's Degree (4)

Experience: 3-4 years of experience is required (4)

Licensure, Certification: Successfully complete the required IRS training and obtain certification at the Advanced level by the second week of employment.

Computers: All positions at IRCO require use of a computer and experience working with Microsoft Products including but not limited to Microsoft 365, Excel, Word, Outlook, and PowerPoint. In addition, this position specifically requires: Demonstrated expertise in MS Office including experience using Microsoft word to develop projects, experience creating reports (in Excel) and working with Excel data to draft documents.

SKILLS:

Communication:

Regular communication inside and outside the organization to exchange ideas and gather information (5)

Creativity:

Regular need for the development of new processes and procedures or the redesign of interrelated processes and procedures is needed (4)

EFFORT:

Mental:

There is an occasional need to assess risk as well as to make determinations about tasks and deadlines (4)

Physical:

Positions at this level require minimal physical effort such as light lifting, carrying or movement, etc. Physical capability involves use of office or equipment where some agility and hand eye coordination is needed (2)

RESPONSIBILITY:

Impact and Influence:

Positions at this level have a some need or ability to analyze problem 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. (3)

Work Independence:

Positions at this level are expected to handle regularly assigned work which includes making decisions and taking action under limited supervision. New or unusual work is performed with a moderate degree of supervision, assistance, and review. (3)

Planning:

Positions at this level must consider own work and work of others. Planning processes will include determination of issues or obstacles and preferred courses of action. Ability to forecast for the near future (six to twelve months) is required (3)

Supervision:

Positions at this (Lead) level are responsible for daily work provided to staff/volunteers in similar job functions at comparable or subordinate levels. Positions are not responsible for hiring, firing, disciplinary actions, etc. (2)

WORKING CONDITIONS:

Environment:

This level has a work environment that is usually well protected, free from hazards or obstacles. There is little element of personal risk or hazard job conditions are usually comfortable, with only occasional issues, temperature change (2)

Schedule:

The work schedule is mostly stable and does not fluctuate without prior notice. (2)

HOW TO APPLY:

Applications are accessible on the IRCO website, www.irco.orgor IRCO’s main office, 10301 NE Glisan, Portland, OR 97220, 503-234-1541. This position requires the completion of an IRCO application. Materials submitted without a completed application are considered incomplete and will not be considered. Due to the high volume of applications received, we will not be able to contact each applicant or return calls regarding the status of your application.

ABOUT IRCO:

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 promote the integration of refugees, immigrants, and the community at large into a self-sufficient, healthy, and inclusive multiethnic society. Find out more at www.irco.org.

IRCO IS AN EQUAL OPPORTUNITY EMPLOYER

Job Type: Full-time

Pay: $52,488.00 - $64,152.00 per year

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Employee assistance program
• Health insurance
• Life insurance
• Paid time off
• Parental leave
• Vision insurance

Schedule:

• 8 hour shift

Work Location: In person

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