Planning Coordinator, Jewish Life

About the Organization:

UJA-Federation of New York is the largest local philanthropy in the world. For more than 100 years, we’ve brought New Yorkers together to solve some of the most pressing problems facing our community. Thanks to our network of hundreds of non-profits, we can leverage our expertise across any number of areas — including health and human services, arts and culture, and education — to care for Jews everywhere and New Yorkers of all backgrounds, respond to crises close to home and far away, and shape our Jewish future. Our reach extends from New York to Israel to nearly 70 other countries around the world, touching 4.5 million people each year.

Position Summary:

The Jewish Life Department is responsible for UJA-Federation of New York’s strategic planning and allocations in Jewish education, identity and community development. With a diverse portfolio of initiatives and partnerships, the department seeks to inspire Jewish life in New York, Israel and around the globe. The Jewish Life Department represents the commitment of more than 100 volunteer leaders working alongside a team of dedicated professionals. We are presently looking to engage a Planning Coordinator to join our group.

The Planning Coordinator has the primary responsibility of supporting the administrative needs of the Jewish Life Department and its 6 committees and cabinet. This includes managing all administrative tasks associated with committee and cabinet meetings (gathering materials, making room reservations, sending out reminder notices, tracking attendance, notetaking, etc.), as well as other department events including department gatherings and community convenings. The Planning Coordinator will provide direct administrative support to the team’s Deputy Director and planners, as needed. Additionally, the Planning Coordinator will provide staff oversight to 2-3 programs or initiatives.

Major Responsibilities:

• Manage the Jewish Life department calendar, including coordinating committee meetings and other department events, ordering catering and AV as needed and preparing materials.
• Provide assistance with logistics for departmental conferences, events, symposiums, etc.
• Manage information systems including meeting attendance lists, membership lists, files, grants charts, and our internal fundraising system.
• Order and track supplies for staff and process invoices and check requests through our internal purchasing system.
• Be present and take minutes at cabinet meetings and other department meetings, as needed
• Communicate with lay leadership; personalized notes for RSVPs, thank-yous, and life-cycle notes, etc.
• Oversight of a select group of grant programs including;
  • Manage the administration of the Belfer Merit Scholarship.
  • Lead the administration of the Synagogue and Ukraine Passover grants, this includes sending out the RFAs, organizing applications for lay and professional review, and booking grants once approved.
  • Lead the collection of information for the high holiday listings and Passover Seder listings, this includes reaching out to synagogues, collecting and organizing relevant information and liaising with M&C.
• Special projects, including direct support to the department professional leadership as needed.
• Participates in weekly Jewish Life staff meetings and Jewish Life staff retreats.
• Participates in UJA building-wide programs and cross-divisional explorations.

Qualifications and Competencies:

• Bachelor's degree and 1+ years work experience
• Highly organized, efficient, and able to create and maintain systems that facilitate departmental management
• Superior attention to detail and ability to juggle multiple tasks
• Excellent, written and verbal communication skills
• Illustrates flexibility, a positive attitude, and sense of humor
• Open to constructive feedback and commitment to self-improvement
• Able to work both independently and as part of a team
• Able to learn new technology systems
• Proficiency in Microsoft tools, Sharepoint, Teams,Word, Outlook, Excel and Power Point

Salary Information:

The salary for this role is $55,000/year.

Reporting Line:

This role reports to the Deputy Director for the Jewish Life department and is a hybrid position, with a set three days/week in office.

Great Perks. Because We Appreciate Great Employees.

TIME OFF

We offer a generous number of vacation days and have the Jewish holidays off as well. Fridays our offices close early (October to March at 3:00 pm and April to September at 4:00 pm). All so you can relax and recharge.

HYBRID MODEL

We’re operating on a hybrid work model: three set days in the office and two days remote. So enjoy the best of both worlds — the comforts of home and the energy of the office.

HEALTH CARE

UJA provides a top-tier medical and dental plan, along with a flexible spending account. We also offer life insurance. And for a small cost you can take part in on-site yoga and exercise classes at our Manhattan office. Wellness matters to us.

PLANNING FOR RETIREMENT

UJA employees can enroll in a pension plan and tax deferred annuity.

CAREER DEVELOPMENT

Classes, workshops, and compelling speakers will keep you at the top of your game.

COMMUNITY

We come together as a staff to commemorate holidays (from Rosh Hashanah to MLK Day), volunteer at nonprofits, and celebrate our accomplishments together. (Our chocolate chip cookies are legendary!)