Administrative Assistant-Community Planning and Allocations


About the Administrative Assistant-Community Planning and Allocations Position:

The Community Planning and Allocations Department works with our partner agencies to ensure their strength and ability to meet present and future human service needs.

Under general supervision, this position provides administrative support for Young Family Engagement, Community Services, Access Jewish Cleveland, Community Options, and a variety of additional programming in the Planning and Allocations Departments, including behind-the-scenes assistance to ensure programming and services to the community run in an efficient manner.

Essential Functions:

  1. Supporting Young Family Engagement/PJ Library activities and events. This may include tracking activities, event registration, “Welcome Baby” packages, and managing returned PJ Library book packages.
  2. Supporting the PJ Library database. Working with Harold Grinspoon Foundation and Federation’s Donor Services team to ensure accuracy and integrity of database.
  3. Updating information for Access Jewish Cleveland website and Jewish census at non-Jewish nursing homes.
  4. Working with Chaplains on patient logs and family information. Preparing supplies (Shabbat candles, PJ Library Books) and other items as needed.
  5. Assisting with twice-a-year trainings for Activity Directors.
  6. Providing ongoing weekly management for Federation’s Cemetery Database.
  7. Creating monthly, quarterly and yearly reports for Community Options and Jewish Community Housing.
  8. Providing support for Community Options staff as needed, fielding calls from residents, and acknowledging donations related to Community Options residents.
  9. Providing training for new Jewish Community Housing staff (e.g. forms, timesheets, database, newsletters). Ordering supplies for events at the Jewish Community Housing sites. Acknowledging donations related to Jewish Community Housing residents.
  10. Preparing and filing documents for Supporting Foundations (JCH & COCP).
  11. Serving as back up for Access Jewish Cleveland information & referral calls.
  12. Serving as back-up for Ratner-Wise Fund.

Additional Duties/Responsibilities:

  1. Sorts, routes and distributes mail, ensuring that documents requiring signatures are turned around in a timely fashion.
  2. Answers telephones, takes messages, refers callers to appropriate staff and/or answers their questions.
  3. Coordinates meeting and event logistics by: managing scheduling, communications, arranging logistics of the meetings/follow-up and preparation of meeeting material.
  4. Prepares correspondence, reports and documents as needed.
  5. Prepares and processes invoicing/expense reports for department.
  6. Maintains a comprehensive recordkeeping system and office procedures.
  7. Interacts professionally on a regular basis with staff, lay leadership, and the general public.
  8. Assumes additional responsibilities and performs special projects as needed or directed.


Knowledge, Skills, Abilities and Personal Characteristics

  1. Demonstrated experience with Microsoft Office applications and internet use.
  2. Ability to develop promotional materials and write business correspondence.
  3. Ability to organize work, engage in a variety of tasks simultaneously and consistently meet deadlines.
  4. High attention to detail, follow-up, self-motivated, proactive and solution focused.
  5. Well-developed customer services skills.
  6. Ability to express self effectively and concisely, both orally and in writing.
  7. Ability to tactfully and effectively deal with public and staff in a personable and professional manner.
  8. Maintains a high level of energy and a consistent positive and collegial attitude.


  1. High school diploma or GED.
  2. Minimum two (2) years administrative assistant experience.
  3. Database management experience.

Preferred Qualifications:

  1. Associate’s Degree
  2. Bookkeeping aptitude
  3. Strong knowledge of Jewish community, culture and practices.

If you are qualified and interested in this exceptional opportunity, please send your resume and a link to your portfolio (required) to .

Our Benefits

  • Affordable medical and dental insurance
  • Paid vacation, holiday, and sick days
  • 403(b) plan
  • Life insurance
  • Long term disability
  • Wellness programs
  • Employee Assistance Program (EAP)