Education Team Operations Coordinator

The Immigrant Legal Resource Center is Hiring!  

Education Team Operations Coordinator - San Francisco, CA

The Immigrant Legal Resource Center (ILRC) is seeking a full-time Education Team Operations Coordinator to work in our San Francisco office. The Education Team Operations Coordinator will report to the Training Manager. This is a full-time, non-exempt position. This is a bargaining unit position represented by the National Legal Services Workers (NOLSW), Local 2320.

The ILRC currently has a hybrid work model that requires two in-office days per week for employees based in our San Francisco office. Additionally, this position may require the employee to spend approximately 5-10% of their time traveling.

Who We Are
The ILRC is a leading immigrant rights organization headquartered in San Francisco with staff in Washington, D.C., Texas, Southern California, the Central Valley of California, and Washington state. Since 1979, our mission has been to educate, support, and empower immigrants, community organizations, and legal practitioners to build a more just, inclusive, and democratic society. Our team is passionate, collaborative, and committed to equity and innovation in all we do. Additional information about our organizational values is available here.

The Opportunity

The Immigrant Legal Resource Center hosts in-person and online training events for immigration practitioners, advocates, and community members and publishes expert immigration law practice manuals for new and experienced legal practitioners. This position will play an integral part in supporting the production and promotion of training events, publications, and other written resources.

The Education Team Operations Coordinator supports the ILRC’s educational mission and plays a key coordination and logistical role in helping to carry out current and long-term strategies to uplift the organization’s capacity-building resources. As a member of the Education Team, this individual will support the current and long-term strategies within established internal structures to support the ILRC’s product offerings, including publications, seminars, webinars, recorded webinars, and technical assistance consultations.

Job Responsibilities
The duties of the Education Team Operations Coordinator include, but are not limited to, the following

In-Person and Online Training Coordination

• Support ILRC attorney presenters and guest presenters with in-person training events, online webinars, and other training needs

• Research and secure venue space for in-person training events. This includes finalizing contracts, securing venue liability insurance if , ordering A/V equipment, catering, and printing and shipping materials to venues, along with other logistical responsibilities

• Coordinate all logistical aspects of in-person training programs, including on-site registration, vendor management, and customer service

• Act as the point of contact for all vendors, including facility rentals, printers, caterers, and others

• Manage registration and communicate with attendees and presenters prior to and during training events

• Manage the entire process of editing PowerPoint presentations and other materials/handouts provided by internal and guest presenters

• Manage California and Texas CLE credits by distributing certificates, uploading attendance records to CA and TX State Bar portals, and responding to customer inquiries. At times, this may also involve applying for MCLE credit from the Texas State Bar Association

• Manage Zoom Webinar online trainings. Provide support to internal and external presenters with technology issues

• Distribute links to internal presenters to share with their stakeholders

• Edit recordings of online trainings and upload final products to the ILRC website

• Create Surveys for webinars and send survey and Q&A log data to attorneys post-webinar

• Track expenses and submit receipts to reconcile expenses

• Submit reporting details via ILRC’s 2TF system

• Build existing list of potential venues by region with detailed information, including venue contacts, current venue costs, capacities, a/v capabilities, food & beverage

• Support creation of additional resources for attorneys to increase training planning efficiency

• Support management of communications and respond to customer service inquiries/distribute MCLE certificates to people who make requests

Document Formatting Support

• Format ILRC practice advisories
• Act as backup to the Document Formatter during busy time periods

• Support the Document Formatter by acting as backup for formatting manual chapters, appendices, and other content

• Create SharePoint folders and planning documents to support attorneys in updating ILRC manuals

Other Administrative Tasks

• Provide support for attorneys to meet short notice needs related to legal updates or policy changes. This could include creating PowerPoint presentations, managing registration, creating an email announcement, formatting documents, managing online training, etc.

• Support Education Team members with additional administrative tasks as needed

• Participate in Education Team and Training Team meetings

• Create and manage Education Team folders on our SharePoint site, as requested

Qualifications

• A minimum of two years of administrative experience, including the ability to manage logistics for training events and conferences

• Excellent communication and organizational skills

• Excellent problem-solving skills and ability to identify and communicate potential risks

• Reliable, punctual, accountable, and a good communicator

• Demonstrated ability to work collaboratively as part of team, to be flexible and learn new skills quickly

• Keen attention to detail and ability to ensure accuracy, strong project management skills, and the ability to meet deadlines

• Flexibility, adaptability, and the ability to anticipate needs, prioritize, and juggle multiple projects at once; 

• Ability to work cooperatively with ILRC staff attorneys, administrative staff, Board, ILRC customers and vendors, and other ILRC stakeholders

• Ability to travel locally and domestically throughout the year as needed

Preferred Qualifications

• Excellent computer skills including Microsoft Office 365, Zoom Webinar, Slack, and other platforms as needed

• Cultural awareness and intercultural understanding working with diverse communities

• An interest in immigration law and supporting the immigrant rights movement is a plus

Compensation/Benefits

Pay is commensurate with experience, with an expected range between $80,000 - $90,000 annually, for someone who is working full-time. The actual salary will be pro-rated based on hours worked. The ILRC offers excellent benefits, medical/dental/vision insurance, Employee Assistance Program (EAP) sessions, a flexible spending account for medical and dependent care, vacation, and sick leave. The ILRC also sponsors a retirement plan contribution upon fulfillment of eligibility. Additionally, we offer an annual professional development stipend of $2,500 and, from 2024 – 2027, an annual wellness stipend of $2,500. ILRC also offers a sabbatical program: employees are eligible to apply for an 8-week sabbatical after five years of service and a 12-week sabbatical after ten years of service.

Applications

The position will remain open until July 2nd. To ensure consideration, please submit a cover letter explaining your qualifications for the position, your salary requirements, a current resume, and the contact information for three professional references, one of which must be a supervisor. 

The ILRC is an equal opportunity employer and does not make hiring or employment decisions on the basis of race, color, religion or religious beliefs, ethnic or national origin, nationality, sex, gender, gender-identity, sexual orientation, disability age, military or veteran status, or any other basis protected by applicable local, state or federal laws. Pursuant to the San Francisco Fair Chance Ordinance and other similar state laws and local ordinances, ILRC will also consider for employment qualified applicants with arrest or conviction records.