Health & Stabilization Program Assistant

Hello Neighbor • Temp • Pittsburgh, Pennsylvania • 1w ago

Hello Neighbor is seeking a Health & Stabilization Program Assistant to provide project management, support quality assurance, and administrative support to the Health & Stabilization (H&S) Department as it undergoes significant scaling due to increased funding. This less than part-time, limited-term position offers the opportunity to contribute meaningfully to a growing team by ensuring operational efficiency and supporting the implementation of key initiatives. The H&S Capacity/Scaling Assistant will assist with calendar reconciliation management, referrals, data entry, quality assurance, and special projects, playing a critical role in supporting team operations and client services.

Founded in 2017, Hello Neighbor works to improve the lives of recently resettled refugee families by matching them with dedicated neighbors to guide and support them in their new home. We’ve expanded from our mentorship program to now include refugee resettlement services, family service programs, a national program supporting other refugee and immigrant nonprofits around the country.

This is an in-house less than part-time, limited term, up to 16 hours weekly, hourly, non-exempt role position at our Pittsburgh, PA office in Larimer through September 30, 2025 with the possibility of extension pending funding availability. We are currently on a hybrid work schedule of 9am-5pm Monday through Friday; in the office on Tuesdays, Wednesdays, and Thursdays and work-from-home on Mondays and Fridays. We require COVID-19 vaccination and a booster for full-time employees. The successful candidate must be currently authorized to work in the United States.

Reports To: Assistant Director of Health & Stabilization

Key Responsibilities

- Project Management Support: Create task lists, track deadlines, update progress on active projects, and coordinate team workflows.
- Data Entry: Maintain accurate data in spreadsheets, Notion, and other databases; update program-related information on the website.
- Case Management Systems Support: Salesforce, case acuity, etc…
- Referrals Management: Support the processing and tracking of referrals to ensure timely and effective follow-up.
- Special Projects Improvement: Assist with creating and maintaining 1-pagers, updating critical incident protocols, enhancing Notion home bases, tracking reporting metrics, and contributing to events such as Ramadan programming or other H&S-led initiatives.
- Meeting Coordination: Schedule and coordinate meetings, take notes, and provide concise meeting summaries.
- Calendar Reconciliation: Maintain team calendars, track important dates, and manage scheduling requests.
- Quality Assurance: Assist with ensuring documentation, reporting, and program records are up-to-date and compliant with organizational standards.
- Other Duties: Provide general administrative support and other tasks as assigned within the scope of position expectations.
- Participates in regular supervision meetings and relevant staff meetings
- Adheres to Hello Neighbor’s confidentiality guidelines and ensures the appropriate handling of sensitive information
- Other duties as assigned within the scope of position expectations

Preferred Qualifications

- Demonstrated strong interpersonal skills, characterized by compassionate, courteous, cordial, and professional interactions with diverse colleagues, program members, and the community
- Possesses cultural competencies, encompassing knowledge, attitudes, and behaviors relevant to the communities served
- Thorough understanding of issues pertinent to refugees and immigrants
- Able to cultivate excellent relationships with clients, staff, and partners
- Exhibits adept task management, including priority setting, meeting deadlines, and efficient time scheduling for multiple responsibilities
- Digital literacy and the ability to learn new software
- Flexibility and ability to work nights and weekends as necessary
- Effective collaboration with others through cooperative efforts
- Willingness to work in a fast-paced, multicultural environment
- Alignment with and support of Hello Neighbor’s core values

About You

- Energetic, motivated, and hardworking
- Ability to take direction and work independently, as well as collaboratively
- Ability to take initiative and manage multiple tasks and projects at a time
- Passion for community building, refugee and immigrant rights
- Cultural sensitivity and the ability to work effectively with people from diverse backgrounds
- Excellent writing, communication, and organizational skills
- Living migration experience and fluency in other languages a plus

Additional Details

- This is a [job classification, type, duration here] in-house position at our Pittsburgh office in the Larimer neighborhood
- Clearances required: Pennsylvania Child Abuse History Clearance, Pennsylvania State Police Criminal History Clearance, Federal Bureau of Investigations (FBI) Criminal History Clearance (PA Act 23 & Act 24); Mandatory Reporter and/or PSEA training may also be required depending on job requirements
- We require COVID-19 vaccination for full-time employees
- Valid driver’s license [preferred, required, or strike if n/a], personal vehicle, and proof of insurance are [preferred, required, or strike if n/a]; [if required] MVR records will be required
- Selected candidates will be invited to interview on a rolling basis
- Anticipated start date: 3/1/2025
- The successful candidate must be currently authorized to work in the United States.
- $20/hour for up to 16 hours per week
- Mileage as approved by supervisor, bill/spend card, HN phone

Equal Opportunity Employer

At Hello Neighbor, we are committed to being an inclusive workplace where diversity in all its forms is championed. Hello Neighbor is proud to be an equal opportunity workplace. We are committed to equal employment opportunities regardless of race, color, ancestry, religion, sex, national origin, sexual orientation, age, citizenship, marital status, disability, gender identity or Veteran status. We also consider qualified applicants with criminal histories, consistent with legal requirements. If you require special accommodation, please let us know.

All Applications Welcome

Data shows that women more frequently do not apply to a job because they don’t feel that they meet all of the qualifications listed. Our job descriptions are general overviews, not a mandatory comprehensive list. If you feel passionate about our efforts and believe that you have the skills to contribute to the growth of our organization, we want to hear from you!