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Program Associate, Programs Division

Department: Programs
Location: Silver Spring, MD

POSITION SUMMARY: 

HIAS seeks a Program Associate, Programs Division to assist the team of the Senior Vice President, Programs by facilitating cross-divisional communication, monitoring, analyzing and disseminating Programs-related data and providing administrative support. This role will help ensure that a variety of Programs-related tasks and projects are coordinated, documented and/or executed efficiently, including management of critical projects and tasks, productive calendaring and careful planning for the future. The Program Associate will engage with other divisions and departments across HIAS on behalf of the SVP, Programs, and they will also communicate with and support field staff as needed. 

ESSENTIAL FUNCTIONS: 

  • Provides support and creates content for the Programs Division’s work with the HIAS Board of Directors and Programs Committee. 

  • Leads scheduling of and timely communication regarding interdepartmental meetings and workshops, including between headquarters and field offices; schedules appointments and maintains productive calendars for the SVP, Programs. 

  • Drafts meeting agendas, organizes and/or creates meeting materials and ensures technology is prepared and ready to ensure participation from country programs and remote staff.  

  • Provides document management on behalf of the SVP, Programs and coordinates all approvals/signatures, tracking critical timelines to ensure the Programs Division remains on target with promised and agreed upon deliverables.  

  • Monitors deadlines closely and gathers documentation to ensure completeness; coordinates independently on behalf of the SVP, Programs with internal staff and external consultants as needed. 

  • Attends critical meetings and keeps detailed notes, transcripts and meeting minutes; tracks next steps and tasks through follow-up with respective individuals/departments. 

  • Leads and coordinates the creation of quarterly board reports, gathering information from all units and compiles and finalizes these reports; tracks related deadlines and ensures these reports are submitted to the Executive Office on a timely basis. 

  • Edits and compiles reports for interagency and outside agencies; provides information by answering questions and requests. 

  • Remains informed and abreast of humanitarian issues that need to be flagged to the SVP, Programs; provides sum-ups and overviews of relevant information, research and policy matters.  

  • Provides support for strategic processes, consultations and internal communication within the different Programs departments. 

  • Works closely with the Talent team to support the processing, recruitment and coordination of consultancies; ensures consulting payments are made on time. 

  • Supports the onboarding of new staff, including through meeting scheduling, directing follow-up questions and other needs.  

  • Posts content developed by the Program Division on HIAS’ intranet.  

  • Provides administrative support to the SVP, Programs. 

QUALIFICATIONS & REQUIREMENTS: 

  • Undergraduate degree, preferably related to humanitarian/development studies. 

  • Fluency in English required; fluency in Spanish strongly preferred.  

  • 2-3 years of experience working in humanitarian and protection project management, preferably with a strong technology background.  

  • Excellent oral and written communication skills, including in communication platforms; interpersonal and problem-solving skills.  

  • Ability to properly prioritize work and escalate issues as needed; able to complete work in a timely manner while working on simultaneous tasks. 

  • Highly organized and detail-oriented; ability to work under pressure and meet multiple deadlines in a fast-paced environment. 

  • Commitment to HIAS’ mission, vision and values.  

SAMPLE HIRING PROCESS: 

We are committed to a fair and respectful hiring process, and we do our absolute best to respond to every applicant. We prioritize communication and transparency with all candidates, even those who are not moving forward. Here’s a snapshot of our hiring process: 

Step 1: Submit your application! 

Step 2: Phone screen with a HIAS recruiter. 

Step 3: Video interview with the hiring manager. 

Step 4: Video interview with a panel of HIAS employees. 

Step 5: Online reference check with SkillSurvey. 

Step 6: Offer and background check with Shield Screening. 

Step 7: Start your professional journey with HIAS! 

Note: Some of our hiring processes may vary, and not all candidates will advance to each step. 

ABOUT US: 

Over one hundred years ago, the Jewish community founded HIAS (originally the Hebrew Immigrant Aid Society) in New York City, the immigrant gateway to America. Supporting Jews fleeing persecution and poverty in Eastern Europe, our founders were guided by the traditions, texts, and history of the Jewish people – a history of oppression, displacement, and diaspora. HIAS has since helped generations of Jews facing violence because of who they were, and HIAS remains committed to helping Jewish refugees anywhere in the world. Today, our clients at HIAS come from diverse faiths, ethnicities, and backgrounds, as do our staff. We bring our experience, history, and values to our work across five continents, ensuring that refugees today receive the vital services and opportunities they need to thrive.  

HIAS is a learning community, committed to diversity and inclusion. We do our work with integrity, accountability, transparency, and a commitment to the highest ethical standards. We seek employees from diverse backgrounds and life experiences to join our teams located in the United States and across the globe. People who identify as BIPOC, people with disabilities, people from the LGBTQ+ community, and people with lived experiences of forced displacement or immigration are all encouraged to apply. We are committed to building a diverse workforce that reflects our vision, mission, and values. 

VISION: 

HIAS stands for a world in which refugees find welcome, safety, and opportunity. 

MISSION: 

Drawing on our Jewish values and history, HIAS provides vital services to refugees and asylum seekers around the world and advocates for their fundamental rights so they can rebuild their lives. 

VALUES: 

Welcome • Acogimiento • Hospitalité • Hachnasat Orchim

We Welcome the Stranger 

Justice • Justicia • Justice • Tzedek

We Pursue Justice 

Empathy • Empatía • Empathie • Chesed

We Approach our Clients with Empathy 

Partnership • Compañerismo • Coopération • Chevruta

We Believe in Changing the World through Partnership 

Courage • Coraje • Courage • Ometz

We Act with Courage to Build a Better World 

Resilience • Resiliencia • Résilience • Ruach

We Adapt and Thrive, Continuously Demonstrating our Resilience 

DIVERSITY: 

HIAS is committed to a diverse and inclusive workplace. As an equal opportunity employer, all qualified applicants will be considered for employment without regard to race, color, national origin, ethnic background, ancestry, citizenship status, religious creed, age, sex, gender, sexual orientation, physical disability, mental disability, medical condition, genetic information, marital status, registered domestic partner or civil union status, familial status, pregnancy, childbirth, military status, protected veteran status, political orientation, or other legally protected status. 

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