Pre-Arrival Coordinator

Pittsburgh, PA
Refugee Resettlement /
Full-time /
Hello Neighbor is seeking a Pre-Arrival Coordinator who will guide complex preparations for Hello Neighbor’s refugee resettlement programs.

The Pre-Arrival Coordinator is responsible for managing, growing, and strengthening key services in the Reception and Placement program during the critical phase prior to the arrival of our new neighbors. Key services include connecting with the US Tie, finding both temporary and permanent housing, and overseeing housing set-up for newly-arriving refugees. 

This position will be responsible for maintaining a high level of quality in support of federal and state grants that assist clients until their arrival in the Pittsburgh area, including cultural orientation and other services required by funding sources. 

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 limited term exempt position at our Pittsburgh, PA office in Larimer through September 30, 2024, with the possibility of extension. 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:  Director of Refugee Resettlement

Key Responsibilities

    • Manages all pre-arrival preparation and logistics for new arrivals
    • Communicates with and establishes the extent of support from the new arrival’s U.S. Tie
    • Identifies and secures housing that fulfills new arrivals’ specific location, size, and affordability requirements in accordance with US and Hello Neighbor policies; assists with application process, lease tracking, and any other tasks required to move clients into permanent housing as soon as possible  
    • Performs home safety inspections before clients move into new housing
    • Oversees the housing setup process, including the acquirement and delivery of housing essentials, furniture, and basic food supplies; works closely with Volunteer Coordinator to utilize volunteer assistance as much as possible
    • Establishes utility accounts and educates clients as to utility bill paying, usage, etc.; develops strong systems to solve ongoing utility account problems faced by clients
    • Works closely with Refugee Resettlement and Employment departments, coordinating core services (housing, housing set-ups, appointments, paperwork, and more) within Hello Neighbor’s multiple programs
    • Maintains and expands current and accurate lists of affordable housing and rental properties; develops and manages professional relationships with landlords, property managers, community organizations, furniture banks, and others
    • Ensures up-to-date and accurate database of housing, landlord, rent, and utility payment information for each client family; ensures data is shared across all other organizational programs
    • Leads strategy for creative housing solutions and other avenues for community engagement, cost savings, and support for families 
    • Provides additional case coverage for refugee services when needed, including airport pickups, home visits, problem-solving, as appropriate.
    • Ensures program compliance and quality assurance as required by Hello Neighbor, USCRI, and ORR by reviewing client records and reports to ensure high quality of service delivery; supports accurate reporting of services provided in compliance with federal grant requirements, monitoring, and performance standards
    • Assists with providing required Cultural Orientation trainings to clients
    • Assures internal referrals of new clients to other Hello Neighbor programs in a timely manner 
    • Identifies areas where volunteer support could be utilized and build and provide necessary framework for core service delivery
    • Assists as needed in program evaluation, program design, and program strategy processes
    • Other duties as assigned within the scope of position expectations

Preferred Qualifications

    • Bachelor’s Degree or preferably graduate degree in Social Work or a related field
    • Minimum of five years years’ experience managing a program in the field of social services
    • Experience with housing, landlords, and/or other business relationships is ideal
    • Ability to work independently and exercise a high level of confidentiality 
    • Excellent writing, communication, and organizational skills
    • Digital literacy and the ability to learn new software sufficient to perform the essential job functions
    • Fluency in other languages - especially Arabic, Swahili, Spanish, and/or French - a plus 
    • 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, colleagues, and external 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, as well as refugee and immigrant rights
    • Cultural sensitivity and the ability to work effectively with people from diverse backgrounds
    • Living migration experience and fluency in other languages a plus 

Additional Details

    • This is limited-term full-time exempt position at our Pittsburgh office in the Larimer neighborhood; position runs through September 30, 2024, with the possibility of extension
    • We require COVID-19 vaccination and a booster for full-time employees
    • Valid driver’s license required, personal vehicle, and proof of insurance are required 
    • Applications are accepted on a rolling basis
    • Selected candidates will be invited to interview on a rolling basis
    • Anticipated start date: as soon as possible
    • The successful candidate must be currently authorized to work in the United States.
    • Compensation: $44,000 annual salary, payable bi-weekly
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 opportunity 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 and people of color 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!