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About the Role

The Administrative Coordinator provides essential administrative support for the Diller Teen Fellows program's daily operations, financial processes, and program activities. This role ensures the efficient and welcoming functioning of the program's office spaces and serves as a key liaison between the Diller Teen Fellows team and The Jewish Federation Bay Area.

Responsibilities

• Manage finance and administrative processes including purchase requests, expense tracking, invoice processing, and budget monitoring.
• Collaborate with the Federation Accounting department for timely invoice payments, bills, and fund allocations.
• Support vendor management, including invoice processing, contract management, and supply ordering.
• Assist team members with monthly expense report submissions.
• 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.
• Manage day-to-day office operations, including supply, equipment, and swag ordering and tracking.
• Identify opportunities to improve office systems, workflows, and communication practices.
• Assist with onboarding and offboarding logistics for team members, including remote workspace setup and access needs.
• 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.
• Maintain shared calendars for the team.
• Assist in booking flights and accommodations for staff and partners.
• Support the Chief of Staff in coordinating staff gatherings, retreats, and special projects.

Requirements

• 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.
• Experience working with vendors, invoices, calendars, shared documents, and basic office technology.
• Discretion and good judgment when handling confidential or sensitive information.
• Excellent interpersonal skills with the ability to interact with diverse groups of people.
• Experience in a nonprofit, foundation, education, or mission-driven organization (preferred).
• Experience supporting events, virtual meetings, and cross-functional teams (preferred).
• Knowledge of Hebrew (a plus).

Skills

• Proficiency with Microsoft Office, Microsoft 365, Google Workspace, Monday.com or similar project management software.
• Familiarity with basic accounting and CRM/database tools (Salesforce preferred).
• Comfort and ease working across cultures, time zones, and communication styles.

Location

• San Francisco Bay Area

Work Type

• Full-time
• Hourly
• Hybrid

Experience Level

• 3+ years’ experience in office administration, operations, executive support, or a related role.

Education Level

• Bachelor’s degree preferred

Salary/Compensations

• Commensurate with experience.

Benefits

• Medical
• Dental
• Vision
• Vacation
• Sick pay
• Holidays (including Jewish)
• Retirement plan

About the Company

• Diller Teen Fellows is a premier leadership development and identity-building program for Jewish teens, established in 1998 by the Helen Diller Family Foundation.
• The program offers a cutting-edge model for experiencing Jewish pluralism and peoplehood.
• Diller has 32 participating communities in seven countries, with a network of over 9,500 alumni.
• Diller Teen Fellows is housed within The Jewish Federation Bay Area; US-based staff are employed by the Federation.

Equal Opportunity

• The Federation views equity, diversity, inclusion, and belonging as the pathway to achieving inclusive excellence and fostering a company culture where everyone can thrive.
• We strive to create a community that draws upon the widest possible talent pool to unify excellence and diversity while fully embracing individuals from varied backgrounds, cultures, races, identities, life experiences, perspectives, beliefs, and values.
• The Jewish Federation Bay Area is an equal opportunity employer.