About the Organization:

UJA-Federation of New York is the largest local philanthropy in the world. For more than 100 years, we’ve brought New Yorkers together to solve some of the most pressing problems facing our community. Thanks to our network of hundreds of non-profits, we can leverage our expertise across any number of areas — including health and human services, arts and culture, and education — to care for Jews everywhere and New Yorkers of all backgrounds, respond to crises close to home and far away, and shape our Jewish future. Our reach extends from New York to Israel to nearly 70 other countries around the world, touching 4.5 million people each year.

Position Summary: 

The Community Mobilizers work with communities in Westchester, Long Island, Queens and Brooklyn to address local needs and promotes community volunteerism across UJA’s catchment area.  Within these geographies, Mobilizers mobilize and catalyze community members and organizational leaders to come together to solve critical challenges or realize potential opportunities in local Jewish communities and beyond.

The Program Assistant is responsible for supporting the overall administrative needs of the Community Mobilizers (CM) team. This includes supporting the Executive Director and providing administrative support to the individual members of each team, as well as owning the logistical implementation of individual programs. The Program Assistant must be proactive, task- and detail-oriented, able to self-manage significant responsibility, and multi-task in a fast-paced and dynamic work environment.

Major Responsibilities: 

• Provide administrative support for the team, including managing the daily calendar of the Executive Director, scheduling meetings, invoice management, maintaining tracking templates, filing expense reports, copying, mailings and other tasks as needed.
• Provide administrative support for committees and group meetings, programs or convenings including coordinating schedules with invitees, Zoom management, food orders, creating agendas, taking minutes, set up and clean up.
• Manage information systems including membership lists, grantee information, files, and fundraising system information.
• Support individual team member projects.  Such as:
  • Support the implementation of community days of service
  • Assist with the project management of various initiatives that focus on meeting the needs of isolated older adults on Long Island, Westchester and Queens.
  • Support implementation of opioid prevention and other mental health education initiatives in Queens
  • Support recruitment efforts for initiatives like Synagogue Small Groups, Kosher Food pantry in Westchester
  • Manage logistics for training programs for Haredi serving social service organizations
  • Support efforts in responding to rapid response community needs (ex: volunteer mobilization, Israel support, antihate efforts)
• Occasional local travel to UJA’s Regional offices (Long Island, Westchester, Brooklyn) or other locations to provide on-site support for meetings and programs

Competencies/Experience:

• Excellent organizational, administrative, written and verbal communication skills
• Superior attention to detail and ability to juggle multiple tasks and see them through to completion, and shift priorities when needed in a fast-paced environment
• Highly organized, efficient, and able to create and maintain systems that facilitate departmental management
• Familiarity with the general makeup of the Jewish community in New York or related
• Ability to communicate clearly and with cultural sensitivity with various stakeholders, including internal and external colleagues, community Rabbis, community educators, people from a variety of different Jewish/religious/ethnic backgrounds, people at various life stages, various socioeconomic backgrounds etc.
• Strong problem-solving skills and ability to take initiative to ensure tasks get completed successfully
• Flexibility to work at occasional events and programs when required, which may be outside of normal business hours.
• Openness to constructive feedback and commitment to self-improvement
• Excellent relationship building and interpersonal skills and positive attitude
• Ability to work both independently and as part of a team
• Bachelor’s degree preferred as well as some related experience.
• Full working knowledge of Microsoft Office Suite: Outlook, Word, Excel, PowerPoint