Program Assistant

The Jewish Board • New York, NY

4d

About The Position

POSITION OVERVIEW:
The Archiving Assistant supports the organization in managing, preserving, and retrieving physical and digital records. This role ensures documents are accurately filed, securely stored, and easily accessible while following established archiving policies and data-protection standards

Requirements

• Strong organizational and time-management skills.
• High attention to detail and accuracy.
• Familiarity with filing systems and archiving principles.
• Basic knowledge of digital scanning and document-management software.
• Ability to handle confidential information responsibly.
• Proficiency in MS Office or similar applications.
• Good communication and teamwork skills
• High School Diploma or GED Equivalent required.
• Familiarity with Microsoft Office suite of products (Excel, Word, PowerPoint, etc.).
• Ability and willingness to learn new systems and application software.
• Ability to read paper and electronic documents
• Ability to perform data entry into various computer programs as needed

Nice To Haves

• Experience in records management, library science, or administrative support (preferred but not required).
• Knowledge of data protection regulations and retention policies.
• Experience with electronic document management systems (EDMS)

Responsibilities

• Organize, classify, and file physical and digital records according to established systems.
• Prepare documents for archiving, including labeling, indexing, and scanning.
• Maintain accurate inventories and databases of archived materials.
• Scan and digitize documents using appropriate equipment and software.
• Upload and categorize digital files in electronic document management systems (EDMS).
• Assist with data migration, backup, and digital preservation tasks.
• Respond to file retrieval requests from staff and departments in a timely manner.
• Track file movement to ensure proper chain-of-custody and record control.
• Refile documents after use, ensuring they are correctly stored.
• Ensure records management complies with organizational policies and legal regulations.
• Conduct regular audits to verify accuracy and completeness of archives.
• Identify and report damaged or deteriorating materials for preservation.
• Assist with organizing archive rooms, storage areas, and digital repositories.
• Update logs, spreadsheets, and databases as needed.
• Provide administrative support to the Records or Archiving Manager.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED
• Number of Employees: 1,001-5,000 employees