Program Assistant, Community Mobilizers
About The Position
The Community Mobilizers team collaborates with communities in Westchester, Long Island, Queens, Brooklyn and the Bronx to address local needs across UJA’s catchment area. By catalyzing action among community members and organizational leaders, the Mobilizers tackle critical challenges and foster opportunities within local Jewish communities and beyond. The Program Assistant plays a vital role in supporting the administrative and logistical 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.
Requirements
- Highly organized and efficient, with the ability to manage multiple tasks and create systems that enhance team operations.
- Superior attention to detail and the ability to juggle competing priorities in a dynamic environment.
- Proactive and resourceful in addressing logistical and administrative challenges.
- Flexibility to adjust priorities and work occasional evenings or weekends for events and programs.
- Clear and culturally sensitive communicator with strong interpersonal skills to engage with diverse stakeholders, including colleagues, community leaders, and participants.
- Collaborative yet capable of working independently.
- Proficient in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) and ability to learn other internal systems and programs.
Nice To Haves
- Related experience, particularly within Jewish or nonprofit organizations.
Responsibilities
- Manage the daily calendar and scheduling for the Executive Director.
- Coordinate advisory meetings, prepare agendas, take minutes, and handle follow-ups for the Community Mobilizers.
- Schedule group meetings with multiple internal and external stakeholders.
- Handle general administrative tasks, including copying, processing invoices, filing expense reports, and maintaining departmental files and systems.
- Support the planning and execution of team meetings, programs, and convenings, including scheduling, food orders, Zoom management, and on-site logistics.
- Assist with set-up, clean-up, and overall event logistics for community initiatives.
- Provide logistical support for training programs and community-wide events such as rallies, days of service, volunteer mobilizations, and holiday celebrations.
- Maintain and organize team information systems, including committee membership lists and regional contact lists.
- Track and update program-related information across multiple databases.
- Assist team members in implementing projects, including initiatives such as Community Days of Service, Interfaith Initiatives, and Rapid Response Efforts.
- Partner with Mobilizers to provide strategic and implementation support on grants, including Cabinet grants and some regional grants.
- Occasionally travel to UJA’s regional offices (Long Island, Westchester, Brooklyn) or other event locations to provide on-site support, including supporting evening regional advisory meetings.
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What This Job Offers
Job Type
Full-time
Career Level
Entry Level
Education Level
No Education Listed
