ILB Scheduler & Automation Specialist

Description

The Immigrant and Refugee Community Organization (IRCO) is a non-profit organization established in 1976 to serve immigrants, refugees, and the broader community in Portland, Oregon. Our mission is to welcome, serve and empower refugees, immigrants and people across cultures and generations to reach their full potential. Find out more at .

POSITION: ILB Scheduler & Automation Specialist

JOB CLASS/GRADE: Coordinator 2/Specialist 3; Grade 6

WAGE: Starting at $56,687 per year based on experience

FLSA; EEO; WC: Non-Exempt; Professional; 8864

LOCATIONS: IRCO Main Office, 10301 NE Glisan St Portland OR 97220, Hybrid schedule

FTE; FT/PT; STATUS : 1.0 FTE; Full-Time with Benefits; Regular

NUMBER OF POSITIONS: (1)

APPLY AT:

STATUS: PROGRAM(S): International Language Bank (ILB)

SECTOR/DIVISION: International Language Bank/Asset & Opportunity Building

REQUIREMENTS: English required, bilingual in any additional language preferred. Basic experience scripting/programming and automation tools. Ability to work with databases and familiarity with Application

Programming Interfaces (APIs).

Program/Department Summary
IRCO’s International Language Bank (ILB) provides professional interpretation and translation services in dozens of languages to help healthcare providers, government agencies, schools, and community organizations communicate effectively with immigrant and refugee communities. ILB offers phone, virtual, and in-person interpretation as well as written document translation, ensuring equitable, and language access for the communities from varied backgrounds we serve.

Position Summary
The Scheduler plays a vital role in coordinating the creation, filling, and cancellation of appointments throughout the entire process. The Scheduler is responsible for independently managing these tasks within the database, which involves working with complex scheduling workflows, handling telephone calls, and responding to email requests. This role requires accurately gathering all relevant information, including insurance details, patient eligibility, requested language, and the appointment date, time, and locations scheduling workload permits, the position will assist with process improvement and automation projects that reduce repetitive work, improve data accuracy, and increase operational efficiency. The position will also be cross-trained in selected ILB functions and may provide backup support in areas such as billing, accounting-related administrative tasks, reporting, and other operational functions during staff absences, high-volume periods, or other business needs.

Essential Functions

• Develop and maintain positive relationships with clients through regular contact via telephone, email correspondence, and in-person service calls.
• Consistently deliver a high level of customer service for ongoing on-site and remote interpretation requests. 1
• Assess the database system and find strategies to meet all customer requirements; revisit the workflow as needed; update billing costs; and consult with other team members to improve efficiency and accuracy.
• Fill requested appointments by ensuring consistency and matching skills with the requester's/client's requirements.
• Manage last-minute requests and multiple timelines; confirm details and specifications with customers and interpreters; and manage changes in customer requests and deadlines.
• Maintain organized records of work performed.
• Work closely with management to design new processes and streamline workflows to ensure optimal performance.
• Perform quality and internal control procedures to ensure all records are accurate, including amounts paid to interpreters and amounts charged to clients.

Secondary Functions

• Develop or maintain simple automation tools, templates, Excel/VBA tools, Power Automate flows, reports, or similar solutions assigned.
• Assist with testing and troubleshooting existing automation tools and workflows.
• Document processes and automation tools can be maintained and utilized by other team members.
• Assist with data cleanup, reporting, and process-improvement projects as assigned.
• Provide backup coverage during staff absences, vacancies, high volume periods, or other operational need

Requirements

Education & Experience

MINIMUM JOB SPECIFIC QUALIFICATIONS:

• Bachelor’s degree in business, information systems, computer science, or related field; or equivalent combination of training and relevant experience.
• Experience working with data, reporting, or process improvement in an office, nonprofit, or similar environment.
• Experience creating or maintaining automated workflows (e.g., Excel macros, Power Automate, scripts) to support data entry, invoicing, or reporting.
• Strong attention to detail and ability to check work for accuracy and consistency.
• Ability to analyze processes, document steps, and translate staff needs into practical automation solutions.

PREFERRED QUALIFICATIONS:

• Advanced Excel/VBA skills and experience with other automation tools (e.g., Power Automate, Power Query, RPA platforms, or scripting languages like Python/JavaScript).
• Experience working with databases (e.g., SQL, Access) and system integrations (APIs, data imports/exports).
• Familiarity with IRCO’s ILB, interpretation/translation services, or language access work.
• Experience supporting invoicing, billing, or contract reporting processes.
• Knowledge of data security, confidentiality, and compliance best practices (e.g., Health Insurance Portability and Accountability Act, Family Educational Rights and Privacy Act, or similar).
• Experience providing staff training, user guides, or technical documentation for new tools or workflows.

Physical, Mental, & Environmental Requirements

• Hybrid setting job
• Physical: Position requires little physical effort such as lifting, carrying, or constant movement, but does allow for movement needed to complete work tasks.
• Mental: There is regular variation in tasks, and the job holder must decide which tasks to complete as well as the order in which tasks are completed.
• Environment: This level has a work environment that is well protected, with virtually no hazards or obstacles. There is very little element of personal risk or hazard. Job conditions are stable, usually well managed, and very comfortable.
• Schedule: The work schedule is stable and does not fluctuate.

Knowledge

Education: Bachelor's Degree (4)

Experience: 2-3 years of experience is required (4)

Additional Language Required: English required, bilingual in any additional language preferred.

Computers: All positions at IRCO require use of a computer and experience working with Microsoft Products including but not limited to Microsoft 365, Excel, Word, Outlook, PowerPoint, SharePoint, and Teams.

Skills Communication: Regular communication inside and outside the organization to exchange ideas and gather information (5)

Creativity: Regular need for redesign of a single focus process or procedure is needed (3)

Effort Mental: There is regular variation in tasks, and the job holder must decide which tasks to complete as well as the order in which tasks are completed (3)

Physical: Position requires little physical effort such as lifting, carrying, or constant movement, but does allow for movement needed to complete work tasks (1)

Responsibility Impact and Influence: Positions at this level have a minimal need or ability to analyze problem or concepts or make decisions on the information. Positions at this level have minimal impact and influence on organization operations, programs, expense or budgetary outcomes. (2)

Work Independence: Positions at this level work under close supervision, usually function from a clear set of operating processes or procedures, and have work closely reviewed. Little to no judgment and decision-making is required. (1)

Planning: Positions at this level must be able to foresee issues associated with own work and identify future needs for supplies, equipment, resources which would stall operations or activities. (2)

Supervision: Positions at this level are not responsible for any supervisory functions or responsibilities but may occasionally be asked to orient and/or train new employees or volunteers. (1)

Working Conditions

Environment: This level has a work environment that is well protected, with virtually no hazards or obstacles. There is very little element of personal risk or hazard. Job conditions are stable, usually well managed, and very comfortable. (1)

Schedule: The work schedule is stable and does not fluctuate. (1)

Required Engagement

Engage fully in recommended professional development, as well as other assigned or required training activities. This engagement can also include participation in optional activities that embrace IRCO’s mission, vision, and values-based initiatives.

IRCO is an equal opportunity employer, and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity or expression, pregnancy, age, national origin, disability status, genetic information, protected veteran status, or any characteristics protected by State and Federal law. We will make reasonable accommodations to meet our obligations under the Americans with Disabilities Act (ADA) and state disability laws.