Administrative Assistant

Administrative Assistant - Immigration

The Defender Association of Philadelphia is seeking a highly organized, professional, and detail-oriented administrative assistant for our Community Defense (Immigration Practice) Unit (CDU). The CDU provides direct legal services in immigration law matters by representing clients in immigration court hearings, immigration appeals, and federal filings with USCIS, U.S. Department of State, and federal courts. In addition, the unit provides immigration analysis and advice in Pennsylvania criminal cases involving non-citizen defendants for whom the Defender Association is appointed.

As a core member of the Unit's administrative team, the administrative assistant will work closely with the CDU's Chief, Assistant Chief and Unit Coordinator to ensure the administrative processes developed are effective and efficient. The administrative assistant supports the Unit's daily administrative functions and works closely with attorneys, administrative staff, clients, and outside agencies to ensure Defender clients receive high-quality, effective legal representation.

This position is grant funded until June 30, 2028, unless the Defenders obtains continued funding. While we hope that the funding continues beyond that date, we cannot guarantee employment past that date.

What You'll Do

• Hotline & Intake Support: Answer and respond to the Unit's hotline. Prepare and maintain screening, intake, and hotline schedules, including tracking and organizing the intake/rotation system. Conduct intake and screenings, staff the hotline, and provide effective customer service to clients and hotline callers, including problem resolution, case updates, and responses to inquiries.
• File & Database Management: Open, close, and maintain Unit files, including retrieving files and records upon request of staff and attorneys. Maintain case files and client databases while inputting and maintaining electronic databases and case management systems to ensure proper data tracking. Assist in maintaining spreadsheets, case trackers, and other administrative logs.
• Reporting & Grant Tracking: Prepare weekly, monthly, and quarterly reports for internal and external distribution. Assist in tracking grant funding and expenses.
• Document & Filing Assistance: Aid in compiling and electronically filing documents, with attorney oversight. Print, scan, copy, mail documents and court filings, and process and organize all incoming and outgoing mail for the unit. Ensure forms, templates, and resource materials are kept up to date.
• Scheduling & Logistics: Manage the Unit calendar and schedule Unit meetings. Assist with scheduling meetings and coordinating logistics for trainings, presentations, and Unit events.
• Communication & General Support: Draft routine emails, letters, and memos, as requested. Support the staff and attorneys in communication with clients, internal Units, external partners, and community organizations, and track responses to outreach. Provide general administrative support to attorneys and paralegals, interpret for client meetings and interviews as needed, and perform other related duties as assigned by Unit leadership.

What You'll Need

• Education: High School Diploma/GED equivalent required. Bachelor's degree preferred.
• Experience: Experience working with indigent clients in immigration and/or criminal justice proceedings preferred. Familiarity with EOIR and USCIS preferred
• Language Skills: Fluency in English and Spanish required. Strong bilingual communication skills are a necessary attribute for this position.
• Communication Skills & Professionalism: Excellent written and verbal communication skills. Ability to interact and communicate effectively with all interactions. Ability to handle sensitive matters and a firm commitment to maintaining client confidentiality. Must be flexible, independent, hardworking, positive, reliable, and display mature judgment.

• Organization & Practice Management
• Practice Management: Ability to work in a high-volume practice and prioritize assignments effectively, alongside a strong commitment to professionalism in the workplace.
• Technical Proficiency: Knowledge of basic administrative/clerical systems and procedures. Proficient in Microsoft Office Suite and general computer literacy, with the ability to learn multiple internal and external computer systems. Ability to accurately enter data into database programs and case management software, and create, format, and maintain accurate spreadsheets and data tables to track Unit metrics.
• Travel Requirements: Willingness to go to court, immigration detention facilities, and the Philadelphia jails if necessary.

Benefits & Perks

• Comprehensive Benefits: Affordable medical care options plus employer paid vision, dental, life and long-term disability insurances
• Generous Time Off: 25 days of paid time off (PTO) annually, in addition to all federal holidays
• Wellness Initiatives: Dedicated, separate sick leave policy alongside organizational programming to support your physical and mental health
• Family Support: 10 weeks of paid parental leave
• Retirement: Generous retirement savings plan with Employer Match
• Commuter Benefits: Free Septa All Access Key card
• Union Membership: This role is represented by AFSCME, District Council 47, Local 47
• PSLF: We are a Public Service Loan Forgiveness (PSLF) eligible employer
• Culture: Meaningful, mission-driven work within a supportive, learning-focused, and collaborative environment.

To apply, please apply online with resume and cover letter detailing your interest and relevant experience. Salary starts at $47,000 with an additional $2,000 increase for using bilingual skills

The Defender Association of Philadelphia is more than just a law firm. We're the community's lawyers. The Defender team more than 500 attorneys, social workers, investigators, administrators, and other staff make sure that everyone, regardless of income, has access to high-quality defense when facing criminal charges. Our mission-driven, client-centered model focuses on outcomes that support a system that is fundamentally fair and creates safer, stronger communities.

The Defender Association provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, disability or genetics. In addition to federal law requirements, The Defender Association complies with applicable state and local laws governing nondiscrimination in employment. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.