Administrative Assistant for International Services

at  YMCA of Greater Houston

POSITION OVERVIEW

The Logistics Coordinator supports the work of YMCA Immigrant Youth Services, as part of the U.S. Committee for Refugees and Immigrants (USCRI) HS/PRS program. The Administrative Assistant is responsible for coordinating travel for direct care staff providing Home Study and Post Release Services (HS/PRS) for unaccompanied children. The Administrative Assistant is responsible for assigning and distributing supplies and equipment, including staff laptops and cell phones, and will oversee equipment renewals and orders. Other duties include troubleshooting technology issues and processing invoices. This position reports to the Administration Operator

AGENCY DESCRIPTION

YMCA Immigrant Youth Services is a unique branch of the Y of Greater Houston and seeks to meet the needs of unaccompanied children in the communities. We provide comprehensive case management services that provide support and guidance to families while the child integrates into their new home and community.

REQUIREMENTS

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required.

• Bachelor’s degree required, experience booking and coordinating travel or providing other logistical coordination preferred; ??
• Ability to conduct basic troubleshooting on computers, cellphones, and computer programs;
• Proficiency in databases and Microsoft Office required, specifically Excel; ??
• Ability to handle multiple tasks simultaneously in a fast-paced environment, set priorities, and work both independently and in a team environment; ?
• Exceptional time management, good planning and attention to detail; ?
• Ability to identify and resolve problems in a timely manner; ?
• Ability to work collaboratively with staff, residents, and others; ?
• Ability to evaluate/interpret information and make good and independent judgements or decisions;?
• Excellent verbal and written communication skills.
• Previous experience with diverse populations.
• Fluency in Spanish; proficiency in additional languages a plus.
• Candidate must demonstrate a commitment to comply with mandatory state reporting requirement for child abuse and neglect;
• Candidate must have dedication to the human rights of refugees, immigrants, asylum seekers and displaced people;
• Candidate must pass a criminal background check that includes past history of conviction of child and sexual abuse;
• Possess or be able to obtain CPR and basic first aid certification.
• Must be able to complete a tuberculosis examination or provide a current record of a tuberculosis examination, as per funder requirement.

Primary responsibilities include:

• Coordinate and arrange cost-effective travel including flights, lodging, and car rentals for direct care staff;?
• Process invoices using Basware and track spending;
• Effectively manage the ordering, assignment and tracking of all equipment and supplies for program staff;?
• Provide technology support to all program staff;?
• Communicate with staff travelers regarding their travel needs; ?
• Coordinate with hotels, airlines and car services to provide trip itineraries and tickets to travelers in a timely manner; ?
• Schedule, coordinate and organize meetings, conference and departmental travel and logistics when requested; ?
• Negotiate rates including airlines and hotels to provide preferential, frequent traveler pricing and benefits with vendors to minimize travel costs;?
• Monitor and ensure compliance with the Y travel policy; ?
• Support database management through data tracking, account login creation, and troubleshooting;
• Assist with form and report building in database system;
• Generate reports from database and interpret information;?
• Perform other job-related duties as assigned by supervisor. ??
• Participates in all required trainings, meetings and programming required by USCRI and ORR;
• Other duties may be assigned