Operations and Engagement Specialist

Position SummaryThe Office of Immigrant Affairs seeks a detail-oriented individual with exceptional communication, organizational and administrative skills to join the department as a full-time Operations and Engagement Specialist. This position will allow OIA to enhance the office's ability to respond to inquiries from immigrant and refugee residents by receiving and responding to all phone calls, voicemails and emails received by the office. The primary focus of this position is to address foreign born residents and their family’s questions and concerns about fully accessing public and community resources. This position will also add administrative capacity and efficiency to several office operations such as invoicing, data tracking and reporting, creating standard operating procedures, scheduling, managing office supplies, updating and maintaining information of community-based partners in the OIA resources list and more. This position will also supervise an intern or VISTA in advancement of this work.Essential FunctionsConstituent ServicesTrack and respond to all phone calls, voicemails and email inquiries to the Office of Immigrant AffairsTrack and respond to in person constituent service inquiries at the Office of Immigrant Affairs.Maintain and update directory of immigrant serving organizations in Philadelphia and make appropriate referrals for constituents.Liaise with city departments as needed to address constituent concerns.Document any challenges to accessing services for immigrants and elevates to OIA Executive Director or other appropriate staff for advocacy.Utilize telephonic and in person interpretation as needed to engage constituents and address their inquiries.Develop office materials in partnership with appropriate city agencies and community partners to address frequent needs and concerns of foreign-born residents based on trends in constituent services requests.Administrative SupportSupport OIA team with administrative tasks as assigned (i.e. processing invoices, data tracking, printing, scanning, etc.).Manage office supplies and orders for OIA and liaise with MDO administration for this purpose.Manage calendar for OIA Executive Director and support scheduling for OIA team as assigned.Community EngagementSupport OIA community engagement goals by attending in person and virtual events as assigned.Maintain and update directory of immigrant serving organizations in Philadelphia.Competencies, Knowledge, Skills and AbilitiesAbility to work with InDesign, Adobe Acrobat Pro, Microsoft Suite (including Excel, Word, PowerPoint), and virtual meeting platforms including Zoom and Teams.Excellent organizational and prooing skillsData tracking and analysisStrong time management skillsAbility to meet deadlines with keen attention to details and follow throughExcellent interpersonal skills, maintaining tact and diplomacy in all situationsExcellent written and oral communicationAttention to detail, self-motivated, responsible and professionalSolution focused and Action-orientedWillingness to learn, work hard, and teach othersAbility to document and share feedbackAbility to liaise between city agencies, community members, and nonprofit partnersActive listeningAbility to work independently as well as collaborate within a teamSkilled in navigating large complex institutionsMultilingual or bilingual proficiencyPassion for the issue of diversity, equity, and inclusion.