Administrative Assistant, San Francisco

Title:  Administrative Assistant                          

Full time; Non-Exempt
Reports to:  Directing Attorney

Location: San Francisco

The Immigration Institute of the Bay Area was founded in 1918, and its mission is to welcome, educate and serve immigrants, refugees and their families as they join and contribute to the community. IIBA provides immigration legal services, English and civic education, and other services throughout the Bay Area, as well as through its collaborative efforts with local and regional service providers. IIBA offers a team-oriented, collegial and collaborative work environment.  We pride ourselves on providing excellent service to our clients, and we know our organization runs on the hard work and dedication of our passionate employees.

At IIBA, we have a clear vision: to be the place where a diverse mix of talented people want to come, to stay, and to do their best work. IIBA’s dedication to promoting diversity, multiculturalism, and inclusion is reflected in the work that we do.  We are committed to equity and believe deeply in the value of diversity of race, sexual orientation, gender identity, religion, ethnicity, national origin and all the other wonderful characteristics that make us human.

Job Summary:

The primary purpose of the Administrative Assistant position is to provide administrative support for IIBA’s San Francisco immigration legal program. The Administrative Assistant will ensure the smooth running of the office and help improve procedures and day-to-day operations.

Job Responsibilities:

  • Answer incoming calls; in-person reception; assist with ongoing client communications in person, on the phone, by mail, and via text (from a work number).
  • Responsible for appointment scheduling, mail, and data entry.
  • Responsible for office copying, filing, mailing, scanning, and fee collection, as assigned.
  • Complete Spanish/English document translations.
  • Assist with day-to-day office operations, including ordering office supplies.
  • Provide administrative support with fee receipts and deposits.
  • Assist with the maintenance of case files in secure online folders.
  • Participate in agencywide meetings for administrative assistants and re: IIBA’s software and database.
  • Participate in occasional group processing workshops.
  • Participate in staff development and training.
  • Other duties as assigned.

Knowledge, Skills and Abilities Required:

  • Fluent in written and spoken English and Spanish.
  • Good written translation skills.
  • Well-organized, extremely accurate, attentive to detail, and reliable.
  • Proficiency in a Windows/PC environment, Microsoft Excel, and able to quickly become proficient in the use of IIBA’s immigration law software and database.
  • Experience interacting with clients in a professional and helpful manner.
  • Commitment to serve and compassion for the issues faced by the low-income immigrant community.
  • Familiarity with immigration law and procedures preferred.


  • Education: High school diploma. Some college preferred.
  • Work Experience: Minimum 1 year of previous administrative experience.
  • Fluency in Spanish & English required.


In the spirit of pay transparency, the salary range for this position is $41,000 – $55,000. If you are hired at IIBA, your final salary compensation will be determined based on factors such as skills, education and/or experience, and geographic location. In addition to those factors, we believe in the importance of pay equity and consider internal equity of our current team members as a part of any final offer. We also offer a generous benefits package – additional information below.

IIBA offers a generous cafeteria-style benefits package, elements of which include, but are not limited to:

  • Employer matching 403(B) retirement plan: up to 5% employer contribution.
  • Insurance: health, dental, life, vision, chiropractic & acupuncture. Medical and dependent care pre-tax reimbursement accounts.
  • Transportation reimbursement account.
  • Vacation: two (2) weeks of accrued vacation per year with an increase each year.
  • Sick leave including paid family sick time.
  • Holidays: 15 paid holidays per year.
  • Paid parental leave.

To apply: Send cover letter and resume to  Please include the title of the job you are applying for in the subject line of the email. 

For more information on IIBA, see our website: Position open until filled.

This position description intends to describe the general nature and level of work being performed by people assigned to this job. It is not intended to include all duties and responsibilities. The order in which duties and responsibilities are listed is not significant. Because of a need to remain responsive to the needs of our clients and our Agency’s operations, responsibilities may be modified at any time.

IIBA is a non-profit, non-discriminatory service organization and employer. We do not discriminate on the basis of race, color, national origin, religion, sex, age, sexual orientation or disability. Persons receiving services in our programs are entitled to freedom from harassment and retaliation and reasonable accommodation for qualified disabilities.

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