Administrative Assistant, Supporting Our Survivors - Part-Time (Orange County)

Jewish Family Service of San Diego • Irvine, CA

33d • Onsite

About The Position

JFS is looking for a compassionate, organized, and mission-driven individual to join the SOS Orange County team as the SOS Administrative Assistant. This role provides essential administrative and program support to a team serving Holocaust survivors, including maintaining client records and documentation, supporting program processes, and assisting with day-to-day operations and limited client needs. The SOS Administrative Assistant reports to the SOS Program Manager and works closely with the broader SOS team to provide responsive, respectful, and well-organized support.

Requirements

• Strong verbal and written English communication skills.
• Attention to detail and organizational skills.
• Strong interpersonal, communication, and client-service skills.
• Proficiency in Microsoft Word, including creating and formatting professional correspondence, letters, and mail merges.
• Demonstrated proficiency with Microsoft Office applications, including Word and Excel, and the ability to learn and effectively use client databases and other electronic recordkeeping systems.
• Ability to work independently, take initiative, and follow through on assigned responsibilities.
• Ability to manage multiple priorities while maintaining accurate and organized records in preparation for grant monitoring and audits.
• Ability to communicate effectively and professionally with clients, family members, service providers, volunteers, and colleagues.
• Ability to maintain confidentiality and handle sensitive client information with discretion.
• Valid driver's license, current automobile insurance, and a clean driving record.
• Reliable transportation and ability to use a personal vehicle for occasional program-related deliveries and, on a limited backup basis, client transportation.

Nice To Haves

• Bilingual proficiency in Russian, Hebrew, French, Polish, Hungarian, German, or other European preferred.
• Knowledge of trauma-informed practices and an understanding of the experiences and needs of Holocaust survivors.
• Experience working with older adults and their families.
• Familiarity with Jewish history, traditions, and culture.

Responsibilities

• Provide day-to-day administrative support for the SOS program, including preparing and maintaining client files, processing mail, organizing documentation, updating forms, and supporting general program operations.
• Maintain accurate and timely client and program records in ETOi (Efforts to Outcomes), SharePoint, OneDrive, and hard-copy files in accordance with Claims Conference, grant, and audit requirements.
• Support Claims Conference financial assistance processes, including completing and tracking check requests, preparing client correspondence and notifications, maintaining confirmation of service documentation, and following up on required client information.
• Prepare, distribute, track, and maintain client correspondence and program documentation, including annual information updates, surveys, forms, and other required materials.
• Maintain accurate documentation of client contacts and services in ETOi and assist with other client service tracking and reporting as needed.
• Respond to inquiries from survivors and other stakeholders, providing information within the scope of the role and connecting individuals with Care Managers, Program Managers, the Director, or other appropriate team members.
• Provide limited client and program support as assigned by the Program Manager, including obtaining required documentation from clients, supporting social gatherings and community activities, and assisting with other program needs using a compassionate, person-centered, and trauma-informed approach.
• Assist with periodic program deliveries, including food cards and holiday packages, and provide client transportation on a limited, backup basis as needed.
• Provide general administrative support to the SOS team, including scheduling Advisory Committee and staff meetings, taking meeting minutes, answering and routing phone calls and emails, and assisting with invoice and mileage processing.
• Support multiple projects and priorities while maintaining accurate documentation, organization, and timely follow-through.
• Interact with clients, family members, service providers, volunteers, and colleagues in a professional, respectful, culturally responsive, and sensitive manner that promotes client dignity.
• Submit required timesheets, mileage reimbursement documentation, and other administrative records within established deadlines.
• Perform other duties as assigned.

Benefits

• Comprehensive, low-cost healthcare coverage for employees
• Generous employer 401(k) contributions
• Employer-covered life insurance
• Paid vacation time and sick leave
• 15 paid holidays, including Federal and Jewish holidays (as long as the holiday lands on a normal scheduled work day), and floating holidays
• 2 Wellness Days to be taken any time during the year to support employees’ mental wellness

What This Job Offers

• Job Type: Part-time
• Career Level: Entry Level
• Education Level: No Education Listed