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Administrative Assistant

3 months ago

Austin, United States Shalom Austin Full time
Job DescriptionJob DescriptionDescription:If you want to be a part of a growing organization and make a difference in the community, come work for Shalom Austin


Jewish Family Service Administrator

Compensation

· We’ll pay you an hourly rate of $18.00 to $19.50 per hour.


Our great benefits

· We’ll provide a FREE membership to the fitness and aquatics center, and offer you discounts on programs, including personal training.

· We are a learning organization Our staff have regular opportunities for training and continuing education.

· We offer outstanding medical insurance coverage through Blue Cross Blue Shield, and we’ll pay over 80% of the premium cost of our base plan on your behalf.

· You will have the option to contribute to our 403(b) with and the opportunity for a company match.

· We provide life and long-term disability insurance, and we pay 100% of the cost for you.

· We will give you lots of paid time off. First-year employees receive: 18 days of paid time off, and more than 15 Jewish and Federal holidays.

· We’ll offer you up to a 50% discount for your kiddos in our amazing early childhood program, as enrollment allows.

· You will have access to our amazing Employee Assistance Program (EAP).

· We understand that you need a work/life balance and that you have commitments outside of the workplace, so we’ll do our very best to offer you some flexibility in your work schedule.

· We’ll provide you with the opportunity to make a difference in the Central Texas Jewish community every day.


About the Job

We need you to fill the role of Jewish Family Service Administrator. This is a full-time, non-exempt level position. You’ll wow us by masterfully performing the following key duties and responsibilities:


· Coordinate administrative tasks and procedures across two office locations to ensure consistency and efficiency in operations, including effective communication with staff and clients at both sites. Serve as a member of the Shalom Austin administrative team.

· Assist the Executive Director and senior staff in coordinating meetings with lay leadership and ensuring support for all events/programs at JFS.

· Support Executive Director and Senior Directors in scheduling tasks.

· Manage various administrative duties such as answering calls, directing inquiries, and welcoming clients at the entrance. Provide a warm and supportive environment by greeting clients via phone, email, or in-person and assisting with their needs or questions.

· Maintain a welcoming, tidy, and organized office environment. Handle daily operational tasks including mail organization, visitor coordination, office support, room reservation system management, and office activity coordination.

· Regularly interface with clients, vendors, building management, and employees. Coordinate with maintenance staff for repairs or maintenance needs in both office locations.

· Monitor inventory of office and program supplies and place orders as needed.

· Provide assistance to clients and colleagues as needed and contribute ideas for improving office procedures to enhance customer service.

· Manage Zoom meetings or programs as requested by staff, offering support such as note-taking and follow-up with attendees.

· Assist in budget management for all administrative budget areas.

· Support all staff in troubleshooting technical challenges with office equipment, phones, copiers, etc.

· Support onboarding of new staff

· Other duties as assigned.

Requirements:

· High School diploma required.

· At least one year of experience working in an office setting.

· Prior experience in office administration or customer service, preferably in a healthcare setting.

· Proficiency in using computer software and office equipment, with knowledge of electronic medical records systems a plus.


Preferred education and experience:

· Bachelor’s degree and at least two years of experience working on an office setting as an administrator.


Additional eligibility qualifications:

· Computer proficiency with Office 365 is a requirement for this position.

· Commitment to maintaining confidentiality and adhering to ethical standards in handling sensitive information.

· Demonstrated success in effectively managing several projects simultaneously.

· Must be willing to learn and work with multiple software programs, with training.

· Must be experienced with coordinating meetings and programs on Zoom and other virtual platforms.

· Comfort working both independently and with a multi-disciplinary team.

· Excellent time management and written and verbal communication skills.