Senior Administrative Specialist, Community Planning and Allocations

Senior Administrative Specialist, Community Planning & Allocations

Full-time

The Senior Administrative Specialist provides high-level administrative support for the Community Planning & Allocations department, ensuring that meetings, records, and processes run smoothly and accurately. This role supports both professional staff and volunteer leaders by coordinating committee logistics, managing key departmental systems, and maintaining records and databases. Additionally, the position assists with annual allocations and related committee work, requiring strong organizational skills, sound judgment, and the ability to manage multiple priorities with minimal supervision.

• Prepare agendas, take minutes, and coordinate logistics for committee and subcommittee meetings.
• Manage calendars, schedule meetings, and handle correspondence for planning and allocations teams, including preparation for an estimated 50+ meetings annually.
• Organize and maintain digital and physical files related to grants, reports, allocations, and Community Planning initiatives.
• Manage agency budget submissions, including due dates, tracking, and compiling complete submission reports.
• Assist with coordination and documentation of the annual allocations process.
• Serve as a professional point of contact for staff, lay leadership, agencies, and the public; route inquiries appropriately and answer basic questions.
• Support department operations by acting as a gatekeeper and maintaining confidentiality and trust.
• Attend occasional early morning or evening meetings as needed.

• Prepare agendas, take minutes, and coordinate logistics for committee and subcommittee meetings.
• Attend Community Planning & Allocations Committee and subcommittee meetings; record and transcribe meeting minutes.
• Support department staff with Campaign assignments.
• Assume additional responsibilities and perform special projects as needed.

Knowledge, Skills, Abilities and Personal Characteristics:

• Strong organizational skills with the ability to manage multiple priorities and deadlines.
• Excellent written and verbal communication skills; able to interact professionally with staff, volunteer leaders, and community partners.
• High attention to detail and commitment to producing accurate, high-quality work.
• Proficiency with Microsoft Office (Word, Excel, Outlook, PowerPoint); comfort learning new systems and tools.
• Ability to work independently, exercise sound judgment, and prioritize effectively with minimal supervision.
• Demonstrated discretion and ability to maintain confidentiality.
• Collaborative, customer-service mindset with a willingness to support team goals.
• Availability for occasional early morning or evening meetings.
• Commitment to the mission and values of Jewish Federation of Cleveland and the broader Jewish and philanthropic community.

Education, Training and/or

Experience:

• Associate or bachelor’s degree preferred.
• Three or more years of administrative experience, ideally supporting teams, committees, or senior staff.
• Experience with databases/CRM tools and SharePoint (or similar platforms) is a plus.