Admin Assistant/Community Navigator
Fully Remote - New York - Legal
Job Type
Full-time
Description
Under supervision of an attorney, the Administrative Assistant/Community Navigator's primary responsibility is to conduct comprehensive screenings of individuals for eligibility for legal services, provide individuals with information about new policies that may affect them, collect documentation, conduct non-legal follow-up work, and help prepare cases for legal review and application assistance so that legal intake and case processing systems are streamlined. The Administrative Assistant/Community Navigator will be responsible for connecting individuals that come to GMHC to legal services and other ancillary benefits as needed and appropriate, including social services, Medicaid and IDNYC.
ESSENTIAL JOB FUNCTIONS
The Administrative Assistant/Community Navigator is responsible for providing administrative support to Legal Department attorneys in the provision of the following services:
Comprehensive legal needs assessments of all clients at screening, intake, and periodic reassessment to identify legal needs and problems, connect them to legal services, and provide referrals for other identified needs including health care, case management, and other social services needed by clients.
Deliver services that are linguistically and culturally appropriate.
Participate in all Mayor's Office of Immigrant Affairs (MOIA) trainings and meetings.
Perform operations and case-management responsibilities, at the discretion of the attorneys.
Conduct effective navigation outreach and services to immigrant populations in their preferred languages.
Provide help with immigration applications (under attorney supervision).
Deliver Know Your Rights and informational presentations to groups, assist community members during workshops, and help recruit, train, and support volunteers.
Support walk-in clients and help manage the Legal Department's appointments calendar, ensuring timely follow-up and scheduling coordination.
Program Administration and Compliance
Maintain accurate and timely records of client services, legal outcomes, and progress notes using internal databases and dashboards.
Ensure all client documentation meets funder and audit requirements and support internal data quality and validation efforts.
Assist with preparing monthly and ad hoc reports to meet program deliverables and track outcomes.
Monitor contract compliance by ensuring that all client charts are complete and contain required documentation in accordance with audit and funder standards.
Ensure the Department remains audit-ready through consistent documentation practices and adherence to compliance protocols.
Participate in funder site visits, audits, and program evaluations.
Requirements
SPECIAL SKILLS AND KNOWLEDGE
The ideal candidate will demonstrate a combination of the following required and preferred competencies to succeed in this role:
Required Qualifications:
Bachelor's degree or equivalent combination of education and experience in the field.
Paralegal Certification preferred.
Demonstrated cultural competency in working with diverse populations, including LGBTQ+ individuals, low-income communities, immigrants, racial minorities, and people living with disabilities.
Fluency in both English and Spanish, sufficient to meet the linguistic needs of GMHC's client population.
Basic proficiency in Microsoft Office Suite, including:
Outlook for email communications, calendar coordination, and client scheduling.
Word for drafting legal documentation, formal correspondence, and grant-related reporting.
PowerPoint for preparing outreach, training, or public education presentations.
Intermediate proficiency in Microsoft Excel, including:
Data tracking and analysis for case management and program performance.
Creating and maintaining spreadsheets to monitor client progress and service deliverables.
Using formulas, pivot tables, and data validation tools to ensure documentation accuracy,
Ability to follow established protocols to ensure:
Program and audit readiness
Full compliance with internal quality assurance standards and external regulatory frameworks.
Preferred Qualifications:
A minimum of two years' experience or the equivalent thereof working in a legal setting.
Excellent communication and interpersonal skills to effectively interact with clients and staff.
Demonstrated ability to work independently.
NYS Notary Public.
Experience using electronic case management and data tracking systems such as:
Clio, TREAT, AWARDS, AIRS, eCOMPAS, or similar platforms used for client documentation and service delivery tracking.
Accurately entering and managing data to ensure all program activities and contract deliverables are properly recorded and reportable.
Familiarity with federal immigration databases and case tracking tools, including:
USCIS Case Status Online.
EOIR (ECAS/Portal) systems.
DHS and Department of State portals related to client case status, filings, and communications.
WORK ENVIRONMENT & SCHEDULE
This is a hybrid position that includes a mix of on-site and remote responsibilities with three to four (3-4) of on-site work per week required:
Schedule and work location will be determined by program needs and supervisor discretion.
On-site presence for client screenings, client appointments, team collaboration, case conferencing, and select internal or external meetings.
Travel as required for assisting attorneys with court appearances and/or legal proceedings, outreach, and occasional conferences or trainings.
Remote work for administrative responsibilities, as appropriate.
Flexibility to work occasional evenings or modified hours to meet client needs, case deadlines, or agency obligations.
Participation in the annual AIDS Walk New York event is mandatory for all GMHC staff.
PHYSICAL DEMANDS
While carrying out the responsibilities of this role:
The position is primarily office-based and sedentary, involving extended periods of computer use, phone communication, and virtual conferencing.
The staff member must be able to navigate a standard office environment and attend in-person meetings, court dates, or off-site events as needed.
This role includes direct interaction with clients who may be experiencing medical or emotional vulnerability, requiring a high level of empathy, patience, and emotional resilience to provide trauma-informed, client-centered legal support.
GMHC supports a racial and gender-diverse environment which contributes to a positive and inclusive atmosphere. Working at GMHC requires a demonstrated awareness of communities that we serve, and we seek candidates who are dedicated to promoting equity and social justice.
Salary: $50,000 - $55,000 per year
Salary Description
$50,000 to $55,000 per year DOE
