Program Officer, PIR, Pre-Arrival

Job Description

Job Description

POSITION SUMMARY:

HIAS seeks an experienced Program Officer, PIR, Pre-Arrival to coordinate pre-arrival case processing in collaboration with HIAS affiliates nationwide, the Office of Refugee Resettlement, and other stakeholders supporting refugees approved for admission to the United States. The Program Officer contributes specialized knowledge to all aspects of pre-arrival case processing, including case placement and assurances, case transfers, refugee travel and arrival coordination, affiliate guidance, capacity monitoring, and data analysis and reporting.

Note, this position is based at our headquarters in Silver Spring, Maryland or our office in New York, New York, and we will consider a remote option for applicants who live outside of commuting distance to either of our offices and are based in other states in which we are registered (California, Colorado, Connecticut, Florida, Georgia, Massachusetts, Michigan, New Jersey, Ohio, Pennsylvania, Texas, Virginia).

The salary for this position is $60,000-68,000. This position is grant funded and the position is contingent on funding.

ESSENTIAL FUNCTIONS:

• Processes refugee cases and coordinates accurate, timely data exchange among ORR, HIAS and its affiliate network.
• Contributes to case placement decisions, recommending appropriate matches for vulnerable and high-needs cases; applies sound judgment to resolve case placement issues.
• Coordinates refugee travel tracking and provides guidance on refugee assurance processing and case transfers between affiliates and Initial Resettlement Providers (IRPs).
• Monitors affiliate and network capacity, identifies emerging needs, and recommends appropriate responses.
• Ensures successful arrivals through the Program of Initial Resettlement by daily monitoring of the HIAS Arrivals inbox and communication with HIAS affiliates regarding upcoming arrivals; coordinates medical and ground transportation handover requests, lost luggage tracking and other duties related to R&P IOM flights.
• Provides technical guidance to affiliates on all pre-arrival aspects of the refugee program, including pre-arrival planning for higher needs cases to support effective placement.
• Collects and analyzes data regarding the distribution of medically complex cases and other higher needs cases across the affiliate network to ensure proper and effective case placement throughout the program year. Identifies trends and develops recommendations.
• Ensures the accuracy and completeness of pre-arrival data, maintaining Excel-based tracking and analysis in coordination with the Program Officer, Data and Reporting. Contributes to ORR RADS data submission as needed.
• Provides programmatic input during pre-arrival committee meetings and technical guidance during affiliate calls.
• Applies specialized expertise to other pre- and post-arrival functions as needed.

QUALIFICATIONS & REQUIREMENTS:

• Bachelor’s degree in international development, social services, public administration, or a related field required; an equivalent combination of education and relevant experience may be considered.
• 3-5 years of progressively responsible experience in refugee resettlement, program data management, humanitarian services, immigration, or a related field, including experience independently managing complex program or data analysis responsibilities.
• Substantial knowledge of the U.S. Refugee Admissions Program required, including pre-arrival processing, case placement, assurances, travel coordination, and affiliate operations.
• Previous experience working at a resettlement affiliate or national resettlement agency strongly preferred.
• Demonstrated ability to independently analyze complex case and program data, identify trends, risks, and discrepancies, conduct accurate reconciliation of data and develop accurate reports and actionable recommendations for program decision-making.
• Advanced proficiency in Microsoft Excel – including formulas and data validation – and strong proficiency in Word and PowerPoint required. Experience with Microsoft 365 applications, including SharePoint, Microsoft Teams, and Copilot AI preferred.
• Excellent verbal and written communication skills, including the ability to explain complex policies, procedures, and case information clearly to diverse audiences.
• Excellent interpersonal skills to maintain key relationships with program staff at HIAS affiliates and other national peer organizations.
• Proven ability to serve as a subject-matter resource, provide technical guidance, facilitate discussions, coordinate across multiple stakeholders, and cultivate effective relationships with affiliates, government partners, and peer organizations.
• Strong independent judgment, critical thinking, and problem-solving skills, including demonstrated experience assessing sensitive, urgent, ambiguous, and high-needs cases; determining appropriate action; and escalating only when warranted.
• Demonstrated ability to take ownership of assigned program functions, establish priorities, make sound decisions within established authority, and carry work through to completion with minimal supervision.
• Ability to anticipate operational needs, identify process gaps, and recommend and implement practical improvements that strengthen quality, consistency, efficiency, and compliance.
• Highly organized, detail-oriented, and proactive, with the ability to work independently, prioritize competing demands, coordinate multiple program functions, meet deadlines, and maintain accuracy in a fast-paced environment.
• Travel within the US may be required.