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30 Jul 2021

Full-Time Administrative Assistant and Volunteer Services Coordinator

mtrudel Waltham, MA, USA 02451

Job Description

Position Summary:

Jewish Family & Children’s Service seeks an Administrative Assistant and Volunteer Services Coordinator to support agency executives and the Volunteer Services department, as we pursue our mission of helping individuals and families address a wide range of life challenges.

Reporting to the Chief Philanthropy Officer (CPO), this role will be responsible for a broad range of administrative duties and projects for the CEO, the CPO and other executives. They will also support our volunteer services department, managing our volunteer database (Volgistics), CORI background check process and other key operational activities. This position will require flexibility and resourcefulness, a high level of customer service savvy and excellent organization and time management skills. You should be very comfortable with technology, able to use and learn a range of software systems to support productivity and efficiency.

This is a full-time position at 36.25 hours/week.

Your workday will include:

Administrative Assistant:

  • Managing the executives’ calendars, to include: making internal and external appointments, prioritizing the most sensitive matters, and sending reminders
  • Coordinating Board of Directors meetings, including preparation, distribution and follow-through on meeting materials, minutes, and other board materials
  • Maintaining comprehensive and accurate documentation including routing contracts and letters
  • Organizing meetings, including catering and room set-up when necessary
  • Occasionally attend events outside of regular business hours
  • Welcoming onsite visitors and answering inquiries by email and phone in a prompt, courteous and professional manner
  • Performing additional tasks as needed which may include data collection/entry, project coordination, reporting, purchasing, office space organization, etc.

Volunteer Services Coordinator:

  • Managing the volunteer database – produce customized reports in Volgistics for various staff requests
  • Coordinating the weekly CORI volunteer background check process
  • Reviewing prospective volunteers with program staff to ensure successful outreach
  • Support occasional volunteer events as needed


  • Become familiar with agency workings and staff in order to communicate effectively and accurately
  • Other duties as assigned


  • At least two years’ experience in a fast-paced office or other environment requiring professionalism, organization, and customer service
  • Great attention to detail
  • Must operate well in a team environment
  • Able to work independently and flexibly, and to adapt to changes in priorities in a complex environment
  • Extremely high level of professionalism and discretion pertaining to confidential information
  • Strong computer skills including Microsoft Office required along with the ability to quickly learn new technology (Zoom meeting facilitation, SurveyMonkey, Doodle, CRM systems, etc.)
  • Ability to attend occasional early morning, evening or weekend events preferred but not required
  • Bachelor’s degree or equivalent job experience


JF&CS is an equal opportunity employer who serves and employs people of all cultures and faith traditions and highly values diversity, equity and inclusion. Employment opportunities are available to all without regard for race, color, national or ethnic origin, religion, age, sex, gender, gender identity and expression, sexual orientation, marital status, veteran status, disability.

How to Apply

For more information, or to apply now, you must go to the website below. Please DO NOT email your resume to us as we only accept applications through our website.

Job Categories: Administrative. Job Types: Full-Time.

Job expires in 36 days.

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