Sr. Administrative Specialist, Community Planning & Allocations

SENIOR ADMINISTRATIVE SPECIALIST, COMMUNITY PLANNING & ALLOCATIONS

POSITION SUMMARY

The Senior Administrative Specialist provides high-level administrative support for the Community Planning & Allocations department, ensuring that meetings, records, and processes run smoothly and accurately. This role supports both professional staff and volunteer leaders by coordinating committee logistics, managing key departmental systems, and maintaining records and databases. Additionally, the position assists with annual allocations and related committee work, requiring strong organizational skills, sound judgment, and the ability to manage multiple priorities with minimal supervision.


ESSENTIAL JOB FUNCTIONS

1. Prepare agendas, take minutes, and coordinate logistics for committee and subcommittee meetings.
2. Manage calendars, schedule meetings, and handle correspondence for planning and allocations teams, including preparation for an estimated 50+ meetings annually.
3. Organize and maintain digital and physical files related to grants, reports, allocations, and Community Planning initiatives.
4. Manage agency budget submissions, including due dates, tracking, and compiling complete submission reports.
5. Assist with coordination and documentation of the annual allocations process.
6. Serve as a professional point of contact for staff, lay leadership, agencies, and the public; route inquiries appropriately and answer basic questions.
7. Support department operations by acting as a gatekeeper and maintaining confidentiality and trust.
8. Attend occasional early morning or evening meetings as needed.

ADDITIONAL DUTIES/RESPONSIBILITIES

1. Attend Community Planning & Allocations Committee and subcommittee meetings; record and transcribe meeting minutes.
2. Support department staff with Campaign assignments.
3. Assume additional responsibilities and perform special projects as needed.

QUALIFICATIONS

Knowledge, Skills, Abilities and Personal Characteristics

1. Strong organizational skills with the ability to manage multiple priorities and deadlines.
2. Excellent written and verbal communication skills; able to interact professionally with staff, volunteer leaders, and community partners.
3. High attention to detail and commitment to producing accurate, high-quality work.
4. Proficiency with Microsoft Office (Word, Excel, Outlook, PowerPoint); comfort learning new systems and tools.
5. Ability to work independently, exercise sound judgment, and prioritize effectively with minimal supervision.
6. Demonstrated discretion and ability to maintain confidentiality.
7. Collaborative, customer-service mindset with a willingness to support team goals.
8. Availability for occasional early morning or evening meetings.
9. Commitment to the mission and values of Jewish Federation of Cleveland and the broader Jewish and philanthropic community.

Education, Training and/or Experience

1. Associate or bachelor's degree preferred.
2. Three or more years of administrative experience, ideally supporting teams, committees, or senior staff.
3. Experience with databases/CRM tools and SharePoint (or similar platforms) is a plus.

ABOUT THE FEDERATION

The Jewish Federation of Cleveland is the only organization in Cleveland that focuses on the health and vitality of the entire Jewish community. For more than 120 years, the Federation has created the critical scale necessary to drive meaningful social change and provide relief in times of crisis in ways no one person or organization could do alone. As Jewish Cleveland's hub for innovative solutions and collaborative services, the Federation is able to change and improve lives in Cleveland, Israel, and around the world.