IA and Administrative Assistant

Hebrew Union College•Los Angeles, CA

About The Position

Hebrew Union College (HUC), founded in 1875, is a leading institution of higher Jewish education in North America and the professional leadership development center for Reform Judaism. With campuses in Cincinnati, Jerusalem, Los Angeles, and New York, HUC educates rabbis, cantors, Jewish educators, nonprofit leaders, and scholars, while advancing Jewish scholarship and learning globally. The mission is to build vibrant Progressive Judaism by educating visionary leaders, advancing Jewish scholarship, and studying Jewish life through an open, egalitarian, inclusive, and pluralistic lens. This position provides high-level administrative support to the Dean of the College (approximately 50% of time) and supports the College's Institutional Advancement and Development efforts (approximately 50% of time). The role involves managing the Dean's daily operations and calendar, assisting the advancement team with donor relations, event coordination, gift processing support, and communications. This dual role requires excellent organizational skills, discretion in handling confidential information, and the ability to transition between executive support and development functions.

Requirements

Bachelor’s degree required; an equivalent combination of education and experience will be considered.
3-5 years of administrative, operational or event planning support experience preferred.
Strong customer service orientation with collaborative work style.
The ability to work independently or with minimal supervision is critical.
This individual must possess the characteristics of initiative, cooperativeness, loyalty, and integrity.
Excellent written, verbal, and presentation skills with strong attention to detail.
Strong critical thinking and proactive problem-solving ability.
Strong organizational skills.
Ability to work effectively with a variety of constituencies including students, faculty, staff, administrators, alumni, trustees, government and nonprofit officials, and business leaders.
Strong technical and computer skills: Proficiency with the Microsoft Office software products and Razor’s Edge or similar database software.

Responsibilities

Manage the Dean's calendar, schedule meetings, appointments, and travel arrangements.
Serve as primary point of contact for the Dean's office, screening calls, emails, and visitors.
Prepare correspondence, reports, presentations, and meeting materials on behalf of the Dean.
Coordinate logistics for Dean's Office meetings, including agendas, minutes, and follow-up items.
Process expense reports, reimbursements, and budget-related paperwork for the Dean's office.
Manage meetings and events (i.e. annual retreat, guest lectures and lunches, co-curricular and study days, outside speakers, orientation, holiday events), including logistics such as invitation lists and mailings, food ordering, room reservations, invitations, correspondence, RSVPs, materials/supplies, and with facilities and food services.
Working with HUC international directors and staff to support visits and sessions on the LA Campus.
Maintain relationships and support partnerships with USC, local and regional synagogues and agencies and internal HUC departments.
Draft and edit internal and external communications on behalf of the Dean.
Perform other administrative duties as assigned.
Assist advancement/development officers with donor research, prospect tracking, and briefing materials.
Support the planning and execution of fundraising and cultivation events, including alumni gatherings, donor receptions, and campaign events.
Help maintain donor database records, ensuring accurate and timely data entry.
Assist with gift processing, acknowledgment letters, and stewardship correspondence.
Coordinate scheduling and logistics for donor visits and meetings involving the Dean or advancement staff.
Support the preparation of grant proposals, case statements, and fundraising collateral.
Assist in tracking progress toward fundraising goals and preparing reports for leadership.
Support alumni engagement activities in partnership with the advancement team.
Perform other development-related duties as assigned.