Senior Administrative Assistant, Oakland

Title:  Senior Administrative Assistant                                   

Reports to: Directing Attorney
Full-time; Non-Exempt

Location: Oakland

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 Senior Administrative Assistant is responsible for implementing and maintaining IIBA Administrative Policies and Procedures, assisting the Directing Attorney with grant data tracking, as well as office management and administrative duties. This position will ensure that administrative systems and procedures support the delivery of high quality immigration legal services for the Oakland office. The Senior Administrative Assistant will supervise the Administrative Assistant position.

Job Responsibilities:

  • Responsible for implementing and maintaining IIBA procedures for data organization and management, including Box and Cerenade usage. 
  • Manage office operations, including IT, computers and communications equipment, vendors and IT consultants, supplies and equipment, postage and mailing procedures, agency website content.
  • Supervise Administrative Assistant(s).  Assign and review administrative responsibilities.
  • Assisting with the maintenance of case files and active case spreadsheets.
  • Spanish/English document translations, including coordination between staff and volunteer translators regarding larger translation requests.
  • Providing administrative support with fee receipts and deposits, petty cash, timesheets, monthly grant reporting, personnel and HR documentation, in close coordination with IIBA’s central office.
  • Assisting with the administration of USCIS filing fees for select DACA and Naturalization applications.
  • Assisting with legal documents, immigration forms completion and document preparation, under the supervision of attorneys and accredited representatives.
  • Administrative assistance in the ongoing legal work involving applications for work authorizations for students of the Oakland Unified School District under Staff Attorney supervision.
  • Assisting with ongoing client communications in person, on phone, and by mail, including the use of Apptoto.
  • Train office staff as necessary in the Administrative Policies and Procedures, data management protocols, and adaption of new technology. 
  • Assisting with mail, data entry, appointment scheduling, and group processing at clinics/workshops. 
  • Assisting in the onboarding process for new hires.
  • Maintain library of legal references and training materials.
  • Other duties as assigned.

Knowledge, Skills and Abilities Required:

  • Fluent in written and spoken English and Spanish required.
  • Good written translation skills.
  • Previous supervisory experience strongly preferred
  • 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 newcomer community.
  • Knowledge of immigration laws and procedures preferred.

Qualifications:

  • Education & Work Experience:  BA degree or at least 4 years of administrative experience.   
  • Fluent in Spanish & English required

Salary/Benefits:

In the spirit of pay transparency, the salary range for the Senior Administrative Assistant role is $55,000 to $60,000. 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.  Please keep in mind that the range mentioned above is the full salary range for the role.  Hiring at the maximum of the range would not be typical in order to allow for future & continued salary growth. 

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: 13 paid Holidays per year

Paid Parental Leave

Please note:  This position currently offers a hybrid schedule. 

Applicants for employment in the United States must have work authorization that does not currently or in the future require sponsorship of a visa for employment authorization in the United States.

To apply: Send cover letter and resume to iibayareahire@iibayarea.org

Please include the title of the job in the subject line.

For more information on IIBA, see our website: www.iibayarea.org. Position opened until filled.

This 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 recruits, employs, trains, compensates and promotes regardless of race, religion, color, national origin, sex, disability, age, veteran status, and other protected status as required by applicable law. Persons receiving services in our programs are entitled to freedom from harassment and retaliation and reasonable accommodation for qualified disabilities.

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