Planning Coordinator, Caring - UJA : Job Details

The Caring Department recognizes that all people are susceptible to the challenges that life may bring - whether that's food insecurity, trauma, grief, loneliness, aging, disabilities, or other issues - particularly during periods of crisis, as we have seen throughout the pandemic, the war in Ukraine, and the devastating events of October 7 and its aftermath. Through grant making, research, convenings, and symposiums, the Caring Department advances UJA's work to secure the social safety net. The work of the department ensures that those in poverty can access vital services, that the elderly can age with dignity, and that people with disabilities feel welcomed, included, and supported. We help to connect those who are socially isolated to the community. We ensure that those grappling with mental health challenges, end of life, and bereavement issues can easily access the support they need. We are committed to offering social services within communities that most need them, including LGBTQ Jews, Jews of Color, and members of the community experiencing domestic violence or battling substance abuse. Additionally, we are committed to supporting the Jewish community's resilience during challenging times, as well as supporting Jews and their neighbors in Israel and around the world. Summary of Position: The Planning Coordinator position in the Caring Department includes administrative responsibilities, as well as event coordination and support with grant review.There will also be special projects, as needed. The Planning Coordinator reports directly to the Senior Planning Manager in the Caring Department while supporting the needs of 8+ professionals and their associated committees. The role includes oversight of the calendar, meeting preparation and logistics, and communicating with staff and lay leadership. Support for large convenings and events with internal and external stakeholders will also be under the Planning Coordinator's purview. Additionally, the coordinator will play a role developing written materials and grant charts to support the grant review process. Major Responsibilities:

• Provide administrative support for all professionals in the Caring Department, including managing calendars, and coordinating schedules with internal and external stakeholders. Arrange all internal resources necessary for specific meetings including A/V requests, Zoom, food orders, meeting reminders, tent cards and Committee attendance sheets.
• Oversee the department Zoom accounts, including assisting staff in scheduling virtual meetings, ensuring there is no overlap on the Zoom accounts, etc.
• Manage information systems including membership lists, files and fundraising system.
• Use technology to purchase and track supplies, maintain organizational memberships, process contracts, track RSVPS, make travel arrangements, and submit reimbursement and human resources requests.
• Assist in streamlining grant review processes, including collating and aggregating grant applications and report materials, analyzing and summarizing trends and themes, for internal and external stakeholders.
• Support site visits and missions planning, including content development and logistics.
• Special projects and events, including convenings and conferences: as needed.

• Bachelor's degree preferred as well as some related experience.
• Proficiency in Microsoft products, including SharePoint, Word, Outlook, Excel; Proficiency in Access and PowerPoint is a plus.
• Superior attention to detail, strong problem-solving skills and the ability to shift priorities when needed in a fast-paced environment.
• Excellent organizational, administrative, written, and verbal communication skills, as well as ability to engage in relationship-building with internal and external stakeholders.
• Highly organized, efficient, and able to create and maintain systems that facilitate departmental management.
• Ability to work independently and as part of a team.
• Flexibility, positive attitude, and sense of humor.
• Experience in the Jewish nonprofit space highly preferred.
• Flexibility to work at events and programs when required, which may be outside of normal business hours.