Administrative Assistant, Supporting Our Survivors - Part-Time (Orange County)

Jewish Family Service of San Diego; Irvine (CA); On-site; USD 30,000 - 33,000; Part time

Benefits offered by this job

Healthcare coverage

401(k) contributions

Employer-covered life insurance

Paid vacation and sick leave

15 holidays + floating holidays

Wellness days

Job summary

Jewish Family Service of San Diego is seeking an SOS Administrative Assistant for the Orange County team. The role involves maintaining client records, supporting program processes, and assisting with day-to-day operations in a compassionate, trauma-informed manner.

Responsibilities include handling client files, processing mail, and supporting financial assistance processes, with a focus on accuracy and confidentiality in line with program requirements.

Qualifications

• Strong verbal and written English communication skills.
• Attention to detail and organizational skills.
• Proficiency in Microsoft Word, including creating and formatting professional correspondence, letters, and mail merges.
• Demonstrated proficiency with Microsoft Office applications, including Word and Excel, and the ability to learn and effectively use client databases and other electronic recordkeeping systems.
• Ability to work independently and take initiative.
• Ability to manage multiple priorities while maintaining accurate records for grants and audits.
• Ability to maintain confidentiality and handle sensitive client information with discretion.
• Valid driver's license and reliable transportation.

Responsibilities

• Provide day-to-day administrative support for the SOS program and maintain client files.
• Support documentation handling, mail processing, and file organization.
• Process check requests and track client correspondence for the Claims Conference.
• Prepare and distribute program documents and forms.
• Maintain client contacts and service records in ETOi and other systems.
• Respond to inquiries from survivors and stakeholders with professionalism.
• Assist with program events, transportation, and outreach as needed.
• Schedule meetings, take minutes, and assist with invoicing and mileage processing.

Skills

English proficiency

Attention to detail

Organizational skills

Microsoft Word

Microsoft Excel

Independence

Multi-tasking

Confidentiality

Driving (valid license)

Tools

SharePoint

OneDrive

ETOi

Job description

Position Overview:

JFS is looking for a compassionate, organized, and mission-driven individual to join the SOS Orange County team as the SOS Administrative Assistant. This role provides essential administrative and program support to a team serving Holocaust survivors, including maintaining client records and documentation, supporting program processes, and assisting with day-to-day operations and limited client needs. The SOS Administrative Assistant reports to the SOS Program Manager and works closely with the broader SOS team to provide responsive, respectful, and well-organized support.

Responsibilities:

• Provide day-to-day administrative support for the SOS program, including preparing and maintaining client files, processing mail, organizing documentation, updating forms, and supporting general program operations.
• Maintain accurate and timely client and program records in ETOi (Efforts to Outcomes), SharePoint, OneDrive, and hard-copy files in accordance with Claims Conference, grant, and audit requirements.
• Support Claims Conference financial assistance processes, including completing and tracking check requests, preparing client correspondence and notifications, maintaining confirmation of service documentation, and following up on required client information.
• Prepare, distribute, track, and maintain client correspondence and program documentation, including annual information updates, surveys, forms, and other required materials.
• Maintain accurate documentation of client contacts and services in ETOi and assist with other client service tracking and reporting as needed.
• Respond to inquiries from survivors and other stakeholders, providing information within the scope of the role and connecting individuals with Care Managers, Program Managers, the Director, or other appropriate team members.
• Provide limited client and program support as assigned by the Program Manager, including obtaining required documentation from clients, supporting social gatherings and community activities, and assisting with other program needs using a compassionate, person-centered, and trauma-informed approach.
• Assist with periodic program deliveries, including food cards and holiday packages, and provide client transportation on a limited, backup basis as needed.
• Provide general administrative support to the SOS team, including scheduling Advisory Committee and staff meetings, taking meeting minutes, answering and routing phone calls and emails, and assisting with invoice and mileage processing.
• Support multiple projects and priorities while maintaining accurate documentation, organization, and timely follow-through.
• Interact with clients, family members, service providers, volunteers, and colleagues in a professional, respectful, culturally responsive, and sensitive manner that promotes client dignity.
• Submit required timesheets, mileage reimbursement documentation, and other administrative records within established deadlines.
• Perform other duties as assigned.

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

• Strong verbal and written English communication skills.
• Attention to detail and organizational skills.
• Strong interpersonal, communication, and client-service skills.
• Proficiency in Microsoft Word, including creating and formatting professional correspondence, letters, and mail merges.
• Demonstrated proficiency with Microsoft Office applications, including Word and Excel, and the ability to learn and effectively use client databases and other electronic recordkeeping systems.
• Ability to work independently, take initiative, and follow through on assigned responsibilities.
• Ability to manage multiple priorities while maintaining accurate and organized records in preparation for grant monitoring and audits.
• Ability to communicate effectively and professionally with clients, family members, service providers, volunteers, and colleagues.
• Ability to maintain confidentiality and handle sensitive client information with discretion.
• Valid driver's license, current automobile insurance, and a clean driving record.
• Reliable transportation and ability to use a personal vehicle for occasional program-related deliveries and, on a limited backup basis, client transportation.

Skills/Abilities We'd Like You to Have:

• Bilingual proficiency in Russian, Hebrew, French, Polish, Hungarian, German, or other European preferred.
• Knowledge of trauma-informed practices and an understanding of the experiences and needs of Holocaust survivors.
• Experience working with older adults and their families.
• Familiarity with Jewish history, traditions, and culture.

Physical Requirements:

• Sit for several hours at a time
• Carry packages for delivery to participants (10 -20 lbs)
• Climb stairs when necessary

Other Duties:

Please note that this job description is not designed to cover or contain a comprehensive listing of activities, duties, and responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.

Position Title: Administrative Assistant (Orange County)

Organization: Jewish Family Service of San Diego

Department: Supporting Our Survivors, Orange County

Position Type: Half-Time (25 hours/week), Non-Exempt

Work Setting: Fully Onsite

Reports To: SOS Program Manager OC

Pay Range: $22/hour

Total Compensation:

• 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

About Jewish Family Service of San Diego

Jewish Family Service of San Diego is a client-centered, impact-driven organization working to build a stronger, more resilient community. For over 100 years, Jewish Family Service has been a trusted resource for the entire community, offering an array of services that are always life-changing, and often life-saving. At Jewish Family Service, we believe our employees are the backbone of our Agency. We strive to ensure that each employee is treated with dignity and respect. Our goal is your success. Come work at JFS and be our partner in Moving Forward Together. To learn more about JFS, please visit jfssd.org.

*Jewish Family Service is an equal opportunity employer. All applicants will be considered for employment without attention to race, color, religion, sex, sexual orientation, gender identity, national origin, veteran or disability status.