Administrative Coordinator, Diller Teen Fellows (Temp-to-Hire)

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.