Impactful Programs & Operations Coordinator

Jewish Federation Bay Area; San Francisco (CA); Hybrid; USD 75,000 - 83,000; Full time

Benefits offered by this job

Medical, dental, vision insurance

Vacation and sick leave

Paid holidays

Retirement plan

Job summary

The Jewish Federation Bay Area is seeking an Administrative Coordinator to provide administrative support for day-to-day operations, financial processes, and program activities for the Diller Teen Fellows. This role ensures a smooth, welcoming office environment—hybrid in the San Francisco Bay Area with three days in the SF office and occasional early meetings.

You will coordinate with the Chief of Staff and Executive Director, manage vendors, invoices, and calendars, maintain files in Google

Qualifications

• Excellent organizational, time-management, and follow-through skills.
• Strong written and verbal communication skills, with a professional and service-oriented approach.
• Ability to manage competing priorities, solve problems independently, and exercise sound judgment.
• High attention to detail and accuracy in administrative work.
• Proficiency with Microsoft Office, Microsoft 365, Google Workspace, Monday.com or similar project management software required.
• Familiarity with basic accounting and CRM/database tools (Salesforce preferred).
• Experience working with vendors, invoices, calendars, shared documents, and basic office technology.
• Comfort and ease working across cultures, time zones, and communication styles.
• Discretion and good judgment when handling confidential or sensitive information.
• Excellent interpersonal skills with the ability to interact with diverse groups of people.

Responsibilities

• Manage finance and administrative processes including purchase requests, expense tracking, invoice processing, and budget monitoring.
• Work with the Federation Accounting department, based in the SF office, to ensure timely payment of invoices, bills and allocations of funds to partner communities.
• Support vendor management, including invoice processing, contract management, and supply ordering.
• Assist team members with submission of monthly expense reports.
• Serve as a primary point of contact for specific vendors, stakeholders and partners.
• Maintain and streamline electronic filing systems, records, contact lists, and office documentation in Google Suite, Salesforce, and Excel, to ensure maximum organization.
• Oversee day-to-day office operations, including ordering and tracking supplies, equipment, and swag; and general office organization.
• Identify opportunities to improve office systems, workflows, and communication practices.
• Assist with onboarding and offboarding logistics for team members, including remote workspace setup, access needs, and staff resources.
• Help maintain office policies, procedures, and a professional, inclusive workplace environment.
• Support the Executive Director in scheduling meetings and tracking projects.
• Prioritize inquiries and requests while troubleshooting scheduling conflicts.
• Coordinate meetings, room reservations, agendas, materials, and follow-up items as needed.
• Maintain shared calendars for the team.
• Assist in booking flights and accommodations for staff and partners as needed.
• Support the Chief of Staff in coordinating staff gatherings, retreats, and special projects.

Skills

Organizational skills

Time management

Communication skills

Multitasking

Attention to detail

Office software proficiency

CRM/Database knowledge

Vendor management

Cross-cultural collaboration

Discretion

Interpersonal skills

Education

Bachelor's degree preferred

Tools

Microsoft Office

Microsoft 365

Google Workspace

Monday.com

Salesforce

Job description

The Jewish Federation Bay Area is seeking an Administrative Coordinator to provide administrative support for day-to-day operations, financial processes, and program activities for the Diller Teen Fellows. This role ensures a smooth, welcoming office environment—hybrid in the San Francisco Bay Area with three days in the SF office and occasional early meetings.

You will coordinate with the Chief of Staff and Executive Director, manage vendors, invoices, and calendars, maintain files in Google