Youth Program Administrator

IRC Background: The mission of the International Rescue Committee (IRC) is to help people whose lives and livelihoods are shattered by conflict and disaster to survive, recover and gain control of their future. Founded in 1933, the IRC has a presence in over 40 countries and 27 offices in the United States; the IRC leads the way from harm to home. The IRC opened an office in Seattle in 1976 and provides immediate resettlement assistance, employment assistance, intensive case management, immigration services, health and wellness programs, and education support.

Job Overview: The vision of the IRC Seattle Youth Program is that youth from refugee and immigrant backgrounds will have the skills and resources necessary to pursue a future of opportunity. The Youth Program works towards this vision by providing education and enrichment opportunities to help school-aged youth and young adults catch up on their education, accelerate English Language Learning, and build positive relationships in the school and community. The Youth Program Administrator is a collaborative team member who supports the effective operations and program implementation of the entire IRC Washington Youth program. Essential duties include grant applications and reporting, tracking and reporting demographics, eligibility, expenditures. Secondary duties include office management, and supporting program implementation, monitoring and evaluation. As the Youth Program Administrator, you will have the unique opportunity to partner with the youth program team supporting newcomer youth as they develop the skills, resources, and knowledge to pursue their future goals and dreams.

Major Responsibilities:

Data Management and Reporting (45%)

• Manage grant application and reporting calendar, work with team to complete grant applications, reports, invoicing, and ensure commitments are met, strengthening our relationships with funders
• Update and monitor youth program data tracking systems in MS Excel including master rosters, attendance tracking templates, enrollment and verification documentation records
• Manage the ongoing process of inputting and updating client data in ETO, agency wide database
• Report monthly on financial expenses and track grant spenddowns with the team
• Maintain and regularly update youth program templates and forms
• Improve and maintain youth program electronic filing systems and organization
• Provide training to youth program team to ensure effective implementation and use of data tracking systems, templates and forms
• Pull, analyze, and summarize subsets of program data for grant reports and annual youth program report

Office Management (30%)

• Oversee and manage the organization of the youth program office including calendaring meetings, technology, office supplies, and program supplies
• Manage systems and tools that support the youth program team including team meeting agendas, MS Teams channel, software subscriptions etc
• Provide administrative support to the Youth and Education Program Manager
• Manage all processes related to in-kind donations for the youth program team including donation requests, wish-lists, CIK data tracking, donation records, learning supply distribution process, and organizing donations within the youth program office

Program Implementation and Monitoring & Evaluation Support (20%)

• Support the successful implementation of youth programs by filling in as a substitute educator at afterschool programs, summer programs, and school orientations.
• Support program staff with the organization and implementation of special events such as back to school nights, education orientations, parent support groups, and occasional field trips, etc.
• Support program staff as needed with program enrollments, program reminder calls, and program feedback calls to families.
• Support special monitoring and evaluation projects such as surveys, focus group discussions, or research projects.
• Manage the translation process for program flyers, enrollment documents, and forms

Other (5%)

• Meet consistently with IRC Youth and Education Program Manager, Youth Program Coordinators, Youth & Education Staff, and IRC SeaTac staff. Participate in all program meetings, staff development activities, and fully engage as a member of the IRC team.
• Comply with all policies, procedures, and protocols of the agency.
• Other related duties as assigned.

Key Working Relationships:

Position Reports to: Youth & Education Program Manager
Other Internal and/or external contacts:

Internal: Youth Program Coordinators, Specialists, WSC & WRC Members, RC R&P team, and all other IRC departments

External: School districts, Families, other partners agencies.

Job Requirements:

• 3+ years of related professional experience in managing data, grants, finance, or administrative tasks
• Strong attention to detail, skill with numbers, and proofreading
• Committed to anti-racism and continual learning and growth
• Cross cultural experience; lived experience and/or experience working with people from refugee and/or immigrant backgrounds
• High level proficiency in MS Office Suite, particularly MS Excel; ability to create comprehensive spreadsheets and analyze and summarize various forms of data
• Flexible and adaptable – able to quickly problem solve and change plans as needed
• Strong written, verbal, and interpersonal communication skills. Ability to work well with people of diverse cultural backgrounds
• Ability to work well independently and as part of a team. Ability to work remotely and responsibly self-manage time and tasks
• Ability to maintain responsibility for multiple tasks in the context of a diverse, fast-paced work environment
• English proficiency, both spoken and written. Not required, but professional proficiency in relevant languages is a plus (Ukrainian, Dari, Pashto, Arabic, French, Swahili, Kinyarwanda, etc.)

Working Environment***: ​***

• This is a hybrid position requiring 2-3 days working from the IRC office in SeaTac and some in-person programming required within school districts in South King County. If desired, 2-3 days per week can be remote work from your home
• Access to reliable internet connection required if opting to work remotely from home office
• Access to reliable transportation to commute to SeaTac and South King County and Snohomish County schools.
• IRC offers a flexible work schedule, depending on your needs, usually Monday-Friday, with occasional evening and weekend activities

Posted pay ranges apply to US-based candidates. Ranges are based on various factors including the labor market, job type, internal equity, and budget. Exact offers are calibrated by work location, individual candidate experience and skills relative to the defined job requirements.

Commitment to Diversity and Inclusivity: IRC is committed to building a diverse organization and a climate of inclusivity. We strongly encourage applications from candidates who can demonstrate that they can contribute to this goal.

Gender Equality: IRC is committed to narrowing the gender gap in leadership positions. We offer benefits that provide an enabling environment for women to participate in our workforce including parental leave, gender-sensitive security protocols and other supportive benefits and allowances.

Professional Standards: The IRC and IRC staff must adhere to the values and principles outlined in IRC Way – Global Standards for Professional Conduct. These are Integrity, Service, Equality and Accountability. In accordance with these values, the IRC operates and enforces policies on Beneficiary Protection from Exploitation and Abuse, Child Safeguarding, Anti-Workplace Harassment, Fiscal Integrity, and Anti-Retaliation.

Equal Opportunity Employer: We are an equal opportunity employer and value diversity at our company. We do not discriminate on the basis of race, religion, color, national origin, sex, gender, gender expression, sexual orientation, age, marital status, veteran status, or disability status. We will ensure that individuals with disabilities are provided reasonable accommodation to participate in the job application or interview process, to perform essential job functions, and to receive other benefits and privileges of employment. Please contact us to request accommodation.

US Benefits: We offer a comprehensive and highly competitive set of benefits. In the US, these include: 10 sick days, 10 US holidays, 20-25 paid time off days (depending on role and tenure), medical insurance starting at $145 per month, dental starting at $7 per month, and vision starting at $5 per month, FSA for healthcare, childcare, and commuter costs, a 403b retirement savings plans with up to 4.5% immediately vested matching contribution, plus a 3-7% base IRC contribution (3 year vesting), disability & life insurance, and an Employee Assistance Program which is available to our staff and their families to support counseling and care in times of crisis and mental health struggles.