Administrative Coordinator, North America and International (Diller Teen Fellows)

ORGANIZATIONAL OVERVIEW    

Diller Teen Fellows is recognized as a premier identity-building and leadership development program for Jewish teens. Established in San Francisco in 1998 by the Helen Diller Family Foundation, the program provides a cutting-edge model for experiencing Jewish pluralism and Peoplehood. 

Today, Diller has 32 participating communities in seven countries; each community selects a cohort of twenty teens to participate in the yearlong Fellowship Experience. Diller’s network of alumni includes 7,000 leaders who are actively engaged in making a difference in their communities, Israel, and the Jewish people. 

The Helen Diller Family Foundation is housed within The Jewish Community Federation and Endowment Fund (the Federation) of San Francisco. Staff members are employed by the Federation, though many work remotely in other communities. 

ROLE SUMMARY  

Working closely with the North American and International (those residing in the US, Canada, UK, and other Diller countries outside of Israel) members of the Diller team, the Administrative Coordinator will provide day-to-day administrative support to the Fellowship program, helping to ensure the successful delivery of educational content for seminars, events and programs. The Administrative Coordinator will also work with an Israeli counterpart to manage specific tasks and processes for the Global Fellowship. This role reports to Associate Director, Education Systems.

This is a remote role, ideally located in the following geographical areas: Chicago, Columbus or Southeast Florida. 

ESSENTIAL FUNCTIONS 

Support and assist the North American and International Diller staff, with a focus on the Education team:  

• Administrative support: Manage the team calendar, Zoom meetings, general email box; create meeting summaries of team meetings as needed; manage documents and relevant folders in the shared drive. 
• Managing international contact lists: Work with Israeli counterpart, and others as appropriate, to create and maintain all constituent records and contacts lists, in Google and/or Salesforce as needed. Gather demographic data and ensure that all files are kept up to date, including monthly tracking. 
• Managing forms, manuals, and guides: Working in Formstack, Canva and Google suite, create up-to-date registration forms, reference, and nomination forms for each Diller community; update the Program Manual, handbook and orientation guides annually; manage translations to Hebrew and Spanish as needed (via outsourcing or in-house). 
• Managing Partner Allocations paperwork: Support annual financial allocations to partners processes by distributing, collecting, and organizing all requests and synthesizing them into a single file for approval and payment.  
• Surveys: Distribute, gather, and analyze satisfaction surveys sent to each Fellow and partner communities three times a year as well as following in-person seminars 
• Data entry: Work with Israeli counterpart to move relevant data into Salesforce on an annual basis? 

Team Support (in partnership with Israeli counterpart): 

• Employee connections: support arrangements for team-building days during the year; track birthdays and significant milestones of staff members and Coordinators. 
• Employee Database- Collect and follow-up on contact information of employees and management of information in an orderly manner. 
• Employees evaluation- Assist in the development and updating of evaluation tools for employees? 

Travel: Up to a total of two weeks per year within North America, including: 

• Global Leadership Conference (3-5 days every fall) 
• International staff days (2-4 days per year) 
• Travel to support North American Seminars as needed (3-6 days per year) 
• Potential for international travel as needed and at the mutual agreement of employee and supervisor 

Requirements

QUALIFICATIONS, KNOWLEDGE, SKILLS, ABILITIES  

• Experience with Microsoft Office suite, Google forms/sheets/docs 
• Preference for experience with Salesforce and Formstack 
• Strong attention to detail 
• Ability to prioritize and manage multiple tasks and work with multiple people across several time zones 
• Strong communication skills? 
• Highly organized 
• Proactive and responsive 

EDUCATION AND EXPERIENCE 

• College degree preferred 
• 3+ years of experience in an office setting, in person or remote  
• Fluency in Hebrew strongly preferred (speaking, reading and writing) 

Salary commensurate with experience. Excellent benefits — medical, dental, vision, vacation, sick pay, holidays (including Jewish), and retirement plan.