Administrative Assistant, Community Engagement

Organization Summary:

Jewish Federation of Palm Beach County is a 501(c)3 nonprofit organization dedicated to transforming, inspiring and saving lives in the Palm Beaches and 70 countries around the world. Each year, Jewish Federation inspires thousands of community members to contribute, volunteer and participate in programs that generate more than $30 million to leading a powerful impact in the community.

Position Summary:

The Community Connections Coordinator serves as a community navigator and the welcoming first point of entry for individuals and families seeking to connect with Jewish life in the Palm Beaches. This position supports the full constituent journey by gathering essential information, accurately recording data in the Federation’s CRM, guiding individuals to relevant Jewish programs and resources, and ensuring warm handoffs and timely follow-up across the organization.

Points of entry include Contact Us submissions, PJ Library requests, Shalom Palm Beach referrals, outreach events, Connector referrals, and general community inquiries. The Coordinator supports both individual engagement and the broader Connector program by maintaining data hygiene, fostering strong relationships, processing payments, preparing and delivering Shalom Palm Beach gifts, and helping ensure that stories, successes, and connections are captured and elevated.

This role requires strong relationship-building skills, exceptional organization, comfort with technology and CRM systems, and a proactive, enthusiastic approach to community engagement. Canva experience and social media fluency are preferred. The position is an integral member of the Community Engagement team and contributes directly to a welcoming, vibrant, and connected Jewish community.

Success in this role is measured by:

• Timely follow-ups and consistent outreach (weekly check-ins and documented touchpoints)
• Accurate and clean data hygiene in Dynamics
• Strong engagement and coordination with Connectors
• Positive constituent experience reflected in feedback, responsiveness, and relationship building

Essential Duties and Responsibilities

Community Navigation and Relational Engagement

• Serve as the initial point of contact for individuals seeking connection through phone, virtual meetings, or in-person conversations.
• Guide constituents to relevant Jewish programs, events, and resources that align with their interests and location.
• Conduct personalized intake conversations to understand each constituent’s needs and goals.
• Accurately record all constituent interactions in Dynamics within 48 hours.
• Ensure warm handoffs to appropriate Federation departments, Connectors, or community partners.
• Conduct follow-up outreach within one to two months to maintain engagement and support the next steps.
• Maintain high-quality CRM data that strengthens the organization’s engagement pipeline.

Connector Program Support and Relationship Management

• Record Connector engagement data in Dynamics with accuracy and consistency.
• Process Connector payments using JIRA and Concur with timely submission.
• Build strong relationships with Connectors to support high-quality reporting, storytelling, and photo documentation.
• Provide reminders, troubleshoot questions, and support Connectors as valuable partners in community engagement.
• Celebrate Connector milestones and elevate their impact through stories and shared successes.

Social Media, Resources, and Community Visibility

• Support a welcoming online presence that helps community members identify local Jewish experiences.
• Highlight and celebrate Connectors, community events, and meaningful moments in Jewish life.
• Assist in curating content related to interfaith resources, GRAND opportunities, young adult engagement, and other pathways.
• Create simple Canva graphics, announcements, and digital content as needed.

Shalom Palm Beach and Community Touchpoints

· Prepare Shalom Palm Beach gifts for new community members and Connector deliveries.

· Coordinate handoff of gifts to staff, Connectors, or community partners.

· Maintain an organized inventory of materials and ensure timely distribution.

CRM and Data Management

• Maintain accurate, updated constituent and Connector records in Dynamics.
• Generate reports, track engagement trends, and support data-driven improvements in the constituent journey.
• Monitor outreach pipelines and verify that next steps are completed and documented.

Event and Outreach Support

• Attend outreach events, PJ Library gatherings, Connector meetups, and broader community programs as needed.
• Support registration processes, greet participants, collect data, and conduct follow-up communication.
• Assist with signage, supplies, name tags, handouts, and other event logistics.

Administrative and Department Support

• Provide administrative support for Community Engagement and Community Connections initiatives.
• Assist with scheduling, meeting coordination, Zoom support, and preparation of materials.
• Maintain organized departmental files, manage project tasks, and support collaboration across teams.
• Other duties as assigned.

Qualifications and Success Factors

• Bachelor’s degree preferred, or equivalent experience in community engagement, social services, volunteer coordination, or nonprofit programming.
• Two or more years of experience in community engagement, constituent services, customer relations, or nonprofit program coordination.
• Demonstrated ability to provide a warm, welcoming first point of contact and build trusting relationships with diverse community members.
• Strong understanding of navigation, referral processes, and engagement pathways.
• Exceptional organizational skills with attention to detail and the ability to manage multiple priorities.
• High level of computer proficiency including Microsoft Office, Zoom, and online workflow tools.
• Preferred: experience with CRM systems (Microsoft Dynamics strongly preferred), Canva, social media communication, and event coordination.
• Strong written and verbal communication skills with the ability to convey warmth, clarity, and professionalism.
• Proactive, enthusiastic, collaborative, and able to work both independently and within a team.
• Must be able to lift and carry 25 lbs. and assist with event setup.
• Must maintain a valid Florida driver’s license.
• Must pass a Level 1 background check.
• Must be available to work evenings and weekends for programs and events as required.

Work Environment:

Position is eligible to work from home occasionally in accordance with Federation policies. When working from home, employee must:

• Follow all Federation policies and procedures,
• Be available to other employees during Federation’s normal business hours,
• Not work from a public place (e.g., coffee shop, library, etc.) and/or join a public, unsecure wi-fi network when working with sensitive or confidential information,
• Coordinate with IT department to maintain appropriate computer equipment and connectivity.

The Jewish Federation of Palm Beach County is an Equal Opportunity Employer.

The duties and responsibilities described are not a comprehensive list and additional tasks may be assigned to the employee from time to time at the Federation’s discretion. Employment is at-will, and this job description is not an employment contract, and nothing herein shall be deemed to create in any way whatsoever an employment contract.