Operations Coordinator

Are you looking for a mission-driven non-profit where your skills can help people in need around the world? At the Jewish United Fund (JUF), we take pride in our mission and in having a work culture that fosters a sense of belonging and feels rewarding, supportive, and inclusive. We have a hybrid schedule and offer generous benefits including a 401(k) match, up to 22 days of paid time off (starting with 15), up to 11 sick days (starting with 7), and up to 21 paid holidays. The salary range for this role is $50,000-$53,000.

Overview:

JUF’s Planning & Allocations Department stewards communal resources to respond to the most critical needs facing our community, maximizing the impact of every dollar raised. The department’s core objectives include:

• Drive Community Planning: Assess communal needs, set strategic funding priorities, and identify new initiatives.
• Invest/allocate dollars in Chicago, Israel, nationally, and around the world.
• Engage volunteer leaders in data analysis, decision-making, advocacy, and ambassadorship.

What you will be responsible for:

You will be part of a team that works on community planning, volunteer engagement, and resource allocation aimed at making a positive impact in the Chicagoland Jewish community. You will help facilitate and streamline the work of four volunteer/staff groups: Community Building and Jewish Continuity Commission, Health and Human Services Commission, Israel and Overseas Commission, and JUF’s Overall Planning and Allocations Committee, which allocate $100 million in community resources each year.

You will help ensure the smooth and efficient operation of the Planning & Allocations (P&A) department. Your key responsibilities will involve offering logistical, administrative, and meeting preparation support to assist the department in engaging over 150 volunteer leaders, distributing the annual due diligence allocation and grant materials to more than 70 organizations and Day Schools, disseminating correspondence to volunteer and affiliated organization leadership, tracking meeting attendance and leadership engagement, and overseeing all logistical aspects of in person and virtual meetings for the department’s Commission and subcommittee meetings, as well as adjacent programs. This position is for someone organized, efficient, and detail-oriented who can bring a proactive approach to tasks.

What you will be doing:

• Support the updating, distribution, and submission follow-up for various correspondence including agency/Day School allocation and budget materials, grant award letters, reporting requirement requests, and meeting invitations.
• In partnership with the Commission team, support historical and current data entry into Salesforce of allocation awards, volunteer leadership engagement, agency/Day School contact information, and other details within agency/Day School annual budget submissions. Maintain and edit lists across Commissions containing community-wide contact information for agency and Day School leadership.
• Provide support for meetings with volunteer and organization leadership through scheduling and sending meeting invitations, editing and providing creative input for meeting materials, uploading materials through JUF’s Board management software, making room and Zoom reservations, sending meeting reminders and materials, advising colleagues on room set up, food, and technology logistics, managing meeting RSVPs, and entering visitors into the Event Management System.
• Assist with the implementation and dissemination of volunteer and subcommittee placement and feedback surveys, using Microsoft Forms.
• Arrange bi-monthly department team meetings and prepare minutes with follow up action items, maintain department calendar, and assist with correspondence for Chief Impact Officer and senior team members.
• Collaborate with colleagues in other departments to share due diligence and meeting materials as needed.
• Provide logistical support to the Israel and Overseas Commission team members during local site visits by Israelis.
• In collaboration with the Chief Impact Officer and Senior Associate Vice President, prepare Overall Planning and Allocations meeting minutes and materials for inclusion in JUF Board materials.
• Design, implement, and maintain ongoing and cumulative committee attendance and leadership engagement tracking system using Salesforce.
• Provide an elevated level of collaborative and proactive professional support to the team using independent judgment and discretion to help streamline project management and departmental communications.
• Learn new tools and share best practices to continuously enhance skills and contribute to the growth of the P&A department including the use of project management/workflow tools, Board management software, SMApply grants software, and others.
• Identify continued ways to enhance department operations and make recommendations to the management team.
• Serve as Contact Case Data Manager (CCDM) and participate in the Contact Quality Team (CQT) to support and maintain data integrity in Salesforce.
• Support JUF Campaign and mandatory campaign-related activities on an ongoing basis.

What you need to succeed:

• Bachelor’s degree from an accredited institution.
• 2 years’ work experience in an office setting serving in a Coordinator/Meeting or Event Logistics or Administrator role.
• Experience working with volunteer leadership and knowledge of the Jewish community is desired.
• Demonstrated proficiency and significant skills in Microsoft 365 (including Word, Excel, Outlook, PowerPoint, Teams, and spreadsheet programs) with the willingness to learn/adapt to other technology as needed. Experience with survey tools and Zoom is desired.
• Strong organizational and analytical skills, self-starter, sound judgment, problem-solver with attention to detail and a proactive approach to support.
• Excellent interpersonal, verbal, and written communication skills, along with editing and proofreading aptitude.
• Superior time management skills, ability to meet deadlines, manage multiple projects at one time, display flexibility in a fast-paced work environment, and work independently and collaboratively with minimal supervision.
• Requires discretion and independent judgement in performing all aspects of the position (meeting facilitation, budget review).
• Strong writing, research, and oral communication skills.
• Ability to take initiative and work collaboratively with volunteers and professionals.

What you’ll love about us:

At JUF, you can be part of one of the largest non-profit social welfare institutions in Illinois. We provide food, refuge, healthcare, education, emergency assistance, and essential services to 500,000 Chicagoans of all faiths and millions of Jews around the world. We offer medical, dental, and vision insurance, 401(k) with base contribution and match, additional health and wellness benefits, financial benefits, professional training, tuition reimbursement, paid family leave, and much more. We have a flexible schedule with core hours and the ability to work from home / remote a few days per week on a hybrid basis.

Job Category: Union Eligible

Salary : $50,000 - $53,000