Administrative Assistant, Immigration Services

Position Title: Administrative Assistant

Organization: Jewish Family Service of San Diego

Department: Immigration Services

Position Type: Full-Time (40 hours/week), Non-Exempt  

Work Setting: Onsite  

Reports To: Director, San Diego Rapid Response Network Supportive Services

Pay Range: $20.00 to $24.00/hour  

Total Compensation:  

In addition to standard pay, compensation for this position includes:

• Comprehensive, low-cost healthcare coverage for employees
• Generous employer 401(k) contributions
• Employer-covered life insurance

Time Away from Work:

Being able to take time away from work is critical in bringing your best self to work. Time off benefits for this position include:

• Paid vacation time and sick leave
• 15 paid holidays, including Federal and Jewish holidays (as long as the holiday lands on a normal scheduled work day), and floating holidays
• 2 Wellness Days to be taken any time during the year to support employees’ mental wellness

Position Overview: 

This position will require supporting and managing multiple projects at varying stages of the project cycle. This position is equally responsible for a variety of administrative clerical tasks and will provide administrative support primarily to the Director and Assistant Director of Operations. This role reports to the Director and will provide support on critical projects. This position does not have direct reports but will provide direction for projects that impact on the program’s work. Working directly with the Operations team, you will assist with daily activities within the program. Our ideal candidate is a positive, self-starter, who will bring professionalism and poise to JFS. This candidate must possess excellent organizational skills, attention to detail, and the ability to multitask effectively.

Responsibilities: 

• Coordinate meetings involving the Director and Assistant Director of Operations and other stakeholders, including scheduling, preparing agendas, materials, and minutes
• Prepare and review documents, reports, and presentations as needed
• Assist with administrative tasks such as data entry, filing, and document preparation
• Maintain office filing systems and databases, ensuring accuracy and accessibility of information
• Provide project coordination, management, and support for the shelter initiatives set forth by the Director and Assistant Director of Operations
• As directed, draft communications and complete writing assignments
• Maintain strict confidentiality of sensitive information
• Handle confidential documents and discussions with utmost discretion
• Establish a best practice project management tool and process, and train shelter leadership and key staff for program-wide use
• Support the Director and Assistant Director of Operations and staff to create systems that connect the various departments and increase collaboration and creating and managing project plans for a variety of projects of varying scope.
• Manage Director and Assistant Director of Operations’ calendar and schedule
• Take initiative and work under pressure
• Work both independently and in a group setting
• Regularly share project status updates with the Director and Assistant Director of Operations, prioritize and escalate important issues and provide recommendations at project milestones and decision-points
• Utilize tools and systems to track tasks and deadlines for self, and Director and Assistant Director of Operations according to deadline and priority
• Work with internal and external partners to ensure deadlines and deliverables are met or reprioritized, as necessary; manage project scope and expectations, as necessary
• Obtain feedback from stakeholders or end-users to assess their satisfaction with project outcomes
• Monitor changes or additions to the project scope beyond the initial requirements.
• Provide clerical and administrative support to the Director
• Provide clerical and administrative support to the Assistant Director of Operations
• Other similar job duties or projects as assigned and requested

Skills/Experience/Abilities That Are a Must-Have:

• 3+ years of experience in administrative coordination, overseeing projects with department-wide scope
• Experience working in or with non-profits or government agencies, preferred
• Must have a valid CA driver's license, insurance, a reliable personal vehicle, and a willingness to travel off-site
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