Administrative Coordinator

Job Description

Job Description

Are you a highly organized, proactive professional who loves keeping things running smoothly behind the scenes? Do you enjoy being part of a mission-driven team that makes a real difference in people’s lives? Join us at Jewish Family & Children’s Service (JF&CS) as an Administrative Coordinator supporting the impactful work of our Center for Basic Needs Assistance (CBNA). You’ll collaborate with a dedicated team to deliver critical programs that help individuals and families meet their essential needs.

Overview of the Position:

The Administrative Coordinator plays a key role in supporting the day-to-day operations of the programs of the Center for Basic Needs Assistance, which provides food, financial assistance, public benefits, civil legal assistance, domestic abuse services, and more. This position offers a unique mix of behind-the-scenes support and project ownership. You’ll work closely with program directors, staff, interns, and volunteers to keep things running efficiently and compassionately.

This is a great opportunity for someone who thrives in a fast-paced, collaborative environment, has strong administrative, technological and organizational skills, and wants to contribute to work that impacts the lives of low-income people in the Greater Boston area.

This is a full-time position, Monday through Friday, 9-5. Potential for up to two days per week working remotely.

Key Responsibilities:

• Program and Administrative Support: Provide essential administrative support across multiple programs including preparing program materials, managing data entry, assisting with client and volunteer communications and coordinating logistics for meetings.
  • Examples:
    • Provide crucial administrative support for food distributions.
    • Organize several important informational mailings to clients per year.
    • Schedule meetings, manage zoom recordings and take meeting notes as needed.
    • Export lists of clients from data system to notify for services they are eligible for.
    • Enter volunteer hours in database.
    • Provide instruction and oversight for volunteers assisting with administrative tasks.
• Project Coordination: Take a leading role in client-centered initiatives such as the Holiday Gift Card Drive, Summer Camp Scholarship Program, and Passover Meals Project.
• Financial & Data Management:
  • Track and submit credit card expense reports and check requests.
  • Reconcile financial records, documentation of expenditures and manage Excel spreadsheets.
  • Purchase and manage gift cards for emergency needs for clients.
  • Maintain financial records in multiple databases and spreadsheets.
• Operations Management:
  • Monitor and improve administrative processes, identifying opportunities to implement more efficient workflows through the use of technology.
  • Utilize a variety of software applications to support team operations and reporting needs.
  • Serve as a resource for team members in adopting and troubleshooting new tools or systems.
• General Office Support:
  • Coordinate supply orders, copying and printing, make client calls, archive files, and more.
• Other duties as assigned

What You Bring:

• At least 2 years of administrative experience, with strong organizational and time-management skills.
• Confidence managing EXCEL spreadsheets and handling financial data.
• High attention to detail and a solutions-oriented mindset.
• Demonstrated ability to learn new software and systems quickly and independently.
• Strong written and verbal communication skills.
• The ability to prioritize multiple projects.
• Demonstrated proficiency with Microsoft Office and enthusiasm about learning new technology systems. Experience with Salesforce or using similar data systems a plus.
• A valid MA driver’s license and reliable transportation.

About the Center for Basic Needs Assistance (CBNA)

CBNA offers integrated support to individuals and families facing economic hardship—ensuring access to food, housing, safety, and financial stability. Our mission is to support the Jewish community throughout Eastern Massachusetts with compassion and dignity. Our services are available for people of all backgrounds.

THE BENEFITS

From generous paid time off to competitive pay and industry-leading insurance coverage, JF&CS supports employees with generous benefits.

• Paid time off includes ample sick time and 22 days of vacation, in addition to national and some Jewish holidays.
• Immediate eligibility for medical insurance, dental, vision, retirement plan; no waiting period

ABOUT JF&CS

For more than 150 years, Jewish Family & Children's Service has been helping individuals and families build a strong foundation for resilience and well-being. We intentionally serve and employ people of ALL faiths, backgrounds, cultures, and abilities.

We have a strong culture of professional development, work-life balance, and promoting from within.

JF&CS is an equal opportunity employer who serves and employs people of all cultures and faith traditions. Employment opportunities are available to all without regard for race, color, national or ethnic origin, religion, age, sex, gender, gender identity and expression, sexual orientation, marital status, veteran status, or disability.