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Administrative Coordinator

The Administrative Coordinator is a vital member of our small and dedicated team, and plays a crucial role in supporting Jewish Gateways' programs through logistical and administrative tasks, communication with participants, marketing, record keeping, and staffing events.


This position includes two key types of work, and we seek a person who is skilled in and enjoys both: 1) detail-oriented, organized, good at creating and using systems to improve effectiveness, and 2) energized by meeting and communicating with people, go out of your way to foster connections and to be helpful, whether by email, phone, or in person.


The position is an average of 20 hours/week with flexible hours. The majority of it can be done by telework. On-site work in Albany is required approximately once a week.


Start date: As soon as possible, November 26 at latest.


Responsibilities include but are not limited to the following.


Support Programs




  • Coordinate logistics, such as obtaining venues and supplies


  • Communicate with participants and vendors as needed


  • Track registration, attendance, and payments


  • Assist in preparing materials as needed



Marketing




  • Assist in marketing programs, such as through social media, email blasts, targeted emails, and creation of flyers and postcards


  • Post programs on website, update other information as necessary



Manage participant and donor records




  • Serve as primary system manager for Salesforce database, handling all basic functions including data entry, reports, and other routine tasks


  • Update records in email software


  • Generate and send thank you letters



Financial record keeping




  • Track and report income and expenses


  • Process and pay invoices and reimbursements


  • Make deposits



Staff programs and events




  • Plan and participate in set-up and clean-up of supplies and refreshments


  • Provide on-site staffing and perform a variety of essential tasks such as greeting participants, supervising volunteers, and helping to ensure a smooth program



Administrative functions




  • Collect mail


  • Organize and purchase supplies


  • Maintain files



Qualifications




  • Two years of administrative or office management experience


  • Excellent written and verbal communication skills


  • Self-starter, flexible, able to attend to detail and to manage multiple simultaneous projects to completion


  • Comfort learning and using online technologies and applications


  • Previous experience with Salesforce or a similar customer relations management (CRM) database preferred


  • Interest in Jewish community, education, and/or outreach


  • Previous Jewish and/or nonprofit-sector experience preferred


  • Ability to work occasional weekend times to staff programs



Salary: $20-25/hour depending on experience.


To be considered for this position please include a cover letter describing why you are interested in the position and how your experience, skills, and interests would make you a good match for it.


Jewish Gateways is an open community that invites all to explore and connect with Jewish traditions through learning, celebration, and spirituality. Our "come as you are, no experience necessary" environment encourages wandering and wondering Jews and their families and friends to discover what is personally meaningful.


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