Community Engagement Administrative Assistant

Description

The Community Engagement Administrative Assistant provides administrative support to the Community Engagement Department and the Kohl Jewish Volunteer Center (KJVC). This position performs a variety of administrative duties in support of departmental programs, volunteer initiatives, meetings, events, and daily operations. Responsibilities include scheduling, preparing meeting materials, maintaining records, processing invoices and purchase requests, coordinating event logistics, managing data entry, and providing exceptional customer service to volunteers, community members, and partner organizations.

Essential ResponsibilitiesAdministrative Support

• Provide administrative support to the Community Engagement Department and Kohl Jewish Volunteer Center.
• Prepare meeting agendas, materials, minutes, and follow-up documentation.
• Schedule meetings and maintain departmental calendars.
• Answer incoming phone calls, respond to emails, and assist with general departmental inquiries.
• Maintain electronic filing systems, program records, and departmental documentation.
• Assist with preparing reports, presentations, correspondence, and other administrative materials.
• Process purchase requests, vendor setup forms, invoices, expense reimbursements, and other administrative paperwork.

Program & Event Support

• Provide administrative support for community engagement programs, volunteer initiatives, committee meetings, and special events.
• Coordinate participant registration, attendance tracking, and CRM data entry.
• Assist with room reservations, event supplies, vendor coordination, and event logistics.
• Maintain event calendars and distribute event communications, reminders, and follow-up materials.
• Assist with post-event reporting and data entry.

Kohl Jewish Volunteer Center (KJVC)

• Provide administrative support for volunteer engagement initiatives and service projects.
• Coordinate volunteer registrations, attendance records, and program documentation.
• Assist with committee meeting preparation, agendas, meeting materials, and follow-up.
• Respond to volunteer inquiries by phone and email.
• Maintain weekly work review agendas and assist with tracking follow-up items.
• Maintain program files, records, and operational documentation.

Community Connector Program Support

• Assist with onboarding Community Connectors, including background checks, fingerprinting requirements, contract processing, and documentation management.
• Maintain onboarding records and track completion of required documentation.
• Process monthly Connector invoices and submit payment documentation.
• Monitor payment status and coordinate with the Finance Department regarding payment questions.
• Maintain accurate records related to Connector participation and program administration.

Community Outreach Support

• Assist with the assembly and distribution of community engagement materials, including Shabbat Magic bags, Shalom Palm Beach welcome gifts, and other outreach initiatives.
• Maintain inventory of outreach supplies and coordinate replenishment as needed.
• Conduct participant follow-up through phone calls, emails, and text messages.
• Respond to inquiries received through Community Engagement outreach activities and ensure timely follow-up.
• Provide administrative support for Career & Community Resources outreach and participant engagement activities as assigned.

Systems & Software

• Microsoft Dynamics CRM
• Microsoft Office Suite (Outlook, Word, Excel, PowerPoint, Teams)
• JIRA
• Freshservice
• Concur
• Event registration and tracking platforms
• Shared departmental calendars and reporting systems

Qualifications

• Associate’s degree preferred; equivalent combination of education and experience will be considered.
• Two or more years of administrative experience, preferably in a nonprofit, community engagement, or customer service environment.
• Experience supporting meetings, events, volunteer programs, or community initiatives preferred.
• Proficiency with Microsoft Office applications and database systems.

Knowledge, Skills & Abilities

• Strong organizational skills and attention to detail.
• Excellent written and verbal communication skills.
• Ability to manage multiple assignments and meet deadlines.
• Strong customer service and interpersonal skills.
• Ability to maintain confidentiality and exercise sound judgment.
• Proficiency with Microsoft Office app