Administrative Assistant, Immigration Shelter Operations

**Please understand this position is NOT client facing nor is it part of the Legal Services side, this is on the operations side of the shelter**

Position Title: Administrative Assistant, Shelter Operations 

Organization: Jewish Family Service of San Diego

Department: Immigration Services

Position Type: Full-Time (40 hours/week), Non-Exempt  

Work Setting: Onsite  

Reports To: Director, San Diego Rapid Response Network Supportive Services

Pay Range: $20.00-$24.00/hour  

Total Compensation:  

In addition to standard pay, compensation for this position includes:

• Comprehensive, low-cost healthcare coverage for employees


• Generous employer 401(k) contributions


• Employer-covered life insurance

Time Away from Work:

Being able to take time away from work is critical in bringing your best self to work. Time off benefits for this position include:

• Paid vacation time and sick leave


• 15 paid holidays, including Federal and Jewish holidays (as long as the holiday lands on a normal scheduled work day), and floating holidays


• 2 Wellness Days to be taken any time during the year to support employees’ mental wellness

Position Overview: 

This position will require supporting and managing multiple projects at varying stages of the project cycle. This position is equally responsible for a variety of administrative clerical tasks and will provide administrative support primarily to the Director and Assistant Director of Operations. This role reports to the Director and will provide support on critical projects. This position does not have direct reports but will provide direction for projects that impact on the program’s work. Working directly with the Operations team, you will assist with daily activities within the program. Our ideal candidate is a positive, self-starter, who will bring professionalism and poise to JFS. This candidate must possess excellent organizational skills, attention to detail, and the ability to multitask effectively.

Responsibilities: 

• Coordinate meetings involving the Director and Assistant Director of Operations and other stakeholders, including scheduling, preparing agendas, materials, and minutes


• Prepare and review documents, reports, and presentations as needed


• Assist with administrative tasks such as data entry, filing, and document preparation


• Maintain office filing systems and databases, ensuring accuracy and accessibility of information


• Provide project coordination, management, and support for the shelter initiatives set forth by the Director and Assistant Director of Operations


• As directed, draft communications and complete writing assignments


• Maintain strict confidentiality of sensitive information


• Handle confidential documents and discussions with utmost discretion


• Establish a best practice project management tool and process, and train shelter leadership and key staff for program-wide use


• Support the Director and Assistant Director of Operations and staff to create systems that connect the various departments and increase collaboration and creating and managing project plans for a variety of projects of varying scope.


• Manage Director and Assistant Director of Operations’ calendar and schedule


• Take initiative and work under pressure


• Work both independently and in a group setting


• Regularly share project status updates with the Director and Assistant Director of Operations, prioritize and escalate important issues and provide recommendations at project milestones and decision-points


• Utilize tools and systems to track tasks and deadlines for self, and Director and Assistant Director of Operations according to deadline and priority


• Work with internal and external partners to ensure deadlines and deliverables are met or reprioritized, as necessary; manage project scope and expectations, as necessary


• Obtain feedback from stakeholders or end-users to assess their satisfaction with project outcomes


• Monitor changes or additions to the project scope beyond the initial requirements.


• Provide clerical and administrative support to the Director


• Provide clerical and administrative support to the Assistant Director of Operations


• Other similar job duties or projects as assigned and requested

Skills/Experience/Abilities That Are a Must-Have:

• 3+ years of experience in administrative coordination, overseeing projects with department-wide scope


• Experience working in or with non-profits or government agencies, preferred


• Must have a valid CA driver's license, insurance, a reliable personal vehicle, and a willingness to travel off-site


• Knowledge of project management methodologies and organizational awareness


• Proficient in Office 365, specifically Outlook, Teams, Excel, Word, and Time management tools


• Proficient Knowledge of virtual communication platforms


• Excellent verbal and written communication


• Excellent interpersonal skills, including good communication skills, listening skills and attitude


• Strong organizational, analytical, and problem-solving skills


• Ability to prioritize, multi-task and organize in a fast paced and fluid environment


•  Strong ability to anticipate needs and action accordingly


•  Emotional availability and agility to have difficult conversations with a collaborative mindset and by applying self-awareness.


• Flexible with a willingness and understanding of the need to adapt  


• Detail oriented and self-directed with strong oral and written communication skills in English


• Strong relational skills and a demonstrated cross-cultural understanding.


• Experience working with multi-cultural settings

Skills/Abilities We’d Like You to Have:

• Bilingual English/Spanish, preferred


• Experience working with marginalized populations and survivors of trauma


• Dedication to serving marginalized populations with a sincere commitment

Important Notice:

Incomplete submissions will not be considered. Please, no phone calls. Please, principals only. Please, local candidates only (relocation is not provided).

About Jewish Family Service of San Diego
Jewish Family Service of San Diego is a client-centered, impact-driven organization working to build a stronger, more resilient community.  For over 100 years, Jewish Family Service has been a trusted resource for the entire community, offering an array of services that are always life-changing, and often life-saving.  At Jewish Family Service, we believe our employees are the backbone of our Agency.  We strive to ensure that each employee is treated with dignity and respect.  Our goal is your success.  Come work at JFS and be our partner in Moving Forward Together.  To learn more about JFS, please visit jfssd.org. 

*Jewish Family Service is an equal opportunity employer. All applicants will be considered for employment without attention to race, color, religion, sex, sexual orientation, gender identity, national origin, veteran or disability status.