Full Time

Administrative Coordinator

Gateways: Access to Jewish Education 333 Nahanton Street, Newton Center MA

Position Summary:

Gateways provides high quality special education services, expertise, and support to enable students with diverse learning needs to succeed in Jewish educational settings and participate meaningfully in Jewish life. As we continue to grow and expand our offerings both within the greater Boston area and beyond, the Administrative Coordinator position is an opportunity to support and ensure the success of key growth areas: our professional development offerings to educators, and the work of our CEO and Board. Working in close partnership with both the Director of Professional Development and Consultation and the CEO, the Administrative Coordinator has an essential role in ensuring that those reaching out to and interacting with Gateways experience the warmth, inclusiveness, and responsiveness which are at the core of who we are and what we do. Bringing superb organizational and communication skills, professionalism, and a passion for building and improving systems for success, the Administrative Coordinator will in turn be welcomed into a skilled, dedicated, and caring team of professionals and lay leaders who are deeply committed to furthering Gateways’ mission of inclusion in Jewish education.
As the support person for the CEO and Director of Professional Development and Consultation, as well as the primary staff support to Gateways’ Board of Directors and lay leadership, this position provides an excellent learning and growth opportunity and visibility into the workings of a nimble and dynamic non-profit. This is a year-round, 40 hour/week benefits-eligible position.

Duties and Responsibilities (note – our office operates remotely with in-person office space available as needed)

The Administrative Coordinator’s primary responsibilities are to ensure the smooth and effective functioning of our professional development work and the work of our CEO, Board and committees.

Support of the CEO and related:
• Coordinate planning for Gateways Board and Committee meetings, including scheduling, preparation and dissemination of agenda and materials, implementing and collecting surveys, and meeting set-up/take down as needed (virtual or in person).
• Partner with Director of Development to coordinate and support CEO’s fundraising activities, and manage flow of donor acknowledgment letters.
• Manage CEO’s calendar and travel arrangements.
• Attend Gateways Board meetings (approximately six evenings/year, primarily virtual), prepare first draft of meeting minutes for review.
• Maintain electronic and paper files as appropriate.

Support of the Director of Professional Development and Consultation:
• Serve as primary point person for partner institutions (e.g., religious/supplementary schools, early learning centers) on matters related to management of their contracted agreements with Gateways, including initial set-up, ongoing adjustments, and evaluation and other reporting processes.
• Work in partnership with the Director of Professional Development and Consultation to ensure that all partner institutions have positive, impactful engagements, including both responding to inquiries and requests and proactively reaching out to check in.
• Monitor timesheets and/or independent contractor agreements to ensure that services are provided in accordance with the contract, and that they are accurately recorded as needed.
• Assist service providers with changes needed to their timesheets, either through editing of timesheets or teaching them to do so, as appropriate.
• Track service provisions against expectations and make adjustments to contracts as needed.
• Participate in program evaluation efforts as part of the program team.
• Partner with Student Services Financial Administrator to enable accurate and timely invoicing.

Other duties as assigned.

• Energetic, positive self- starter with strong interpersonal skills and the ability to work creatively and flexibly.
• Outstanding project management skills, with the ability to ensure big picture successes through the meticulous management of essential details from start to finish.
• Proficiency in utilizing technology to complete work efficiently, including use of Microsoft Office suite. Other technical skills/experience (PowerPoint, Intuit QuickBase) are a plus.
• Excellent written and oral communication and organizational skills.
• Ability to balance multiple priorities with good judgment.
• Discretion and professionalism in maintaining confidentiality of sensitive business matters.
• Ability to be poised, welcoming, and personable in interacting with all members of Gateways, as well as visitors and phone contacts.
• Professionalism and sensitivity in interacting with a diverse population.
• An understanding of and a willingness to contribute to our mission and vision.
• Ability to work occasional evening meetings.
• BS/BA degree or equivalent experience required.

• This is a year-round, 40 hour/week position, with a salary range of $40,000-45,000.
• Gateways is based in Newton, MA, with year-round staff working mainly remotely and office space available as needed for in-person work. Because responsibilities for this position include support of meetings and professional development which will be offered in person in the Boston area, local residency is preferred.
• Benefits include generous paid time off, health, dental, and vision plan options, flexible spending account, SIMPLE IRA retirement plan, and employer-paid long term disability and life insurance.

How to Apply:
• Cover letters and resumes will be accepted only through our online system at http://tinyurl.com/gatewaysjobs. Candidates will be considered on a rolling basis until position is filled.
• Gateways believes in the essentiality of a diverse workforce. We are committed to the full inclusion of all qualified individuals, including people of color, women, people with disabilities, immigrants, LGBTQIA people, and people who come from low income or working-class backgrounds. We encourage you to apply without regard to race, color, religion, age, disability, national origin, gender, sexual orientation, marital status, ancestry, genetic information, medical condition, veteran status, or any other class protected under federal, state, or local laws. We know that the candidate who fits best may not meet 100% of the qualifications.

Gateways will ensure that persons with disabilities are provided reasonable accommodations. The interview process for this position will be conducted via Zoom. If reasonable accommodation is needed to participate in the job application or interview process, please contact us at jobs@jgateways.org for assistance.

About the Organization:
For more information visit our web site at www.jgateways.org.

Qualifications: Bachelor’s Degree Required.