Administrative Coordinator, Diller Teen Fellows

Job Description

Job Description

Description:

ORGANIZATIONAL OVERVIEW

Diller Teen Fellows is recognized as a premier leadership development and identity-building program for Jewish teens. Established in San Francisco in 1998 by the Helen Diller Family Foundation, the program provides a cutting-edge model for experiencing Jewish pluralism and peoplehood. 

Diller has 32 participating communities in seven countries; each community selects a cohort of twenty teens to participate in the yearlong Fellowship Experience. Diller’s network of more than 9,500 alumni leaders creating ripples of good in their local communities and across the globe. 

Diller Teen Fellows is housed within The Jewish Federation Bay Area. US-based staff members are employed by the Federation.

ROLE SUMMARY  

The Administrative Coordinator provides administrative support for day-to-day operations, financial processes, and program activities. The Administrative Coordinator ensures the smooth, efficient, and welcoming operation of the Diller Teen Fellows virtual and physical office spaces and is an important liaison between the Diller Teen Fellows team and the Federation Bay Area, where Diller’s physical operations are based. This role provides support to a remote team of professionals, vendors, and partners across seven countries and multiple communities and time zones (primarily in North American and Israel). The ideal candidate is highly organized, efficient, proactive, detail-oriented, and comfortable managing multiple priorities for a large team.

This is a fulltime, hourly, hybrid position based in the San Francisco Bay Area, with three days in the San Francisco office. Some flexibility with hours is required, including meetings beginning at 8am PT approximately once per week. This position might include short-term travel within North America 1-2 times per year. The role reports to Chief of Staff with additional supervision and collaboration with Executive Director and other members of the leadership team.

 

ESSENTIAL FUNCTIONS  

Finance and Administration 

• Help manage finance and administrative processes such as purchase requests, expense tracking, invoice processing, and budget monitoring. 
• Work with the Federation Accounting department, based in the SF office, to ensure timely payment of invoices, bills and allocations of funds to partner communities. 
• Support vendor management, including invoice processing, contract management, and supply ordering. 
• Assist team members with submission of monthly expense reports. 
• 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, to ensure maximum organization. 

Office Operations and Workflow 

• Manage day-to-day office operations, including ordering and tracking supplies, equipment, and swag; and general office organization. 
• Identify opportunities to improve office systems, workflows, and communication practices. 
• Assist with onboarding and offboarding logistics for team members, including remote workspace setup, access needs, and staff resources. 
• Help maintain office policies, procedures, and a professional, inclusive workplace environment. 

Scheduling 

• 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 as needed. 
• Maintain shared calendars for the team. 

Travel and Gatherings 

• Assist in booking flights and accommodations for staff and partners as needed. 
• Support the Chief of Staff in coordinating staff gatherings, retreats, and special projects. 

Requirements:

QUALIFICATIONS, KNOWLEDGE, SKILLS, ABILITIES  

Required

• 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. 
• Proficiency with Microsoft Office, Microsoft 365, Google Workspace, Monday.com or similar project management software required. 
• Familiarity with basic accounting and CRM/database tools (Salesforce preferred). 
• Experience working with vendors, invoices, calendars, shared documents, and basic office technology. 
• Comfort and ease working across cultures, time zones, and communication styles. 
• Discretion and good judgment when handling confidential or sensitive information. 
• Excellent interpersonal skills with the ability to interact with diverse groups of people. 

Preferred

• Experience in a nonprofit, foundation, education, or mission-driven organization. 
• Experience supporting events, virtual meetings, and cross-functional teams. 
• Knowledge of Hebrew a plus. 

EDUCATION AND EXPERIENCE

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

Salary commensurate with experience. Excellent benefits — medical, dental, vision, vacation, sick pay, holidays (including Jewish), and retirement plan.

EMPLOYMENT PRACTICES

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.