Administrative and HR Coordinator

Shalom Institute | Malibu, CA, United States

Posted Date 9/08/2022
Description

JOB TITLE:           Administrative and HR Coordinator

DEPARTMENT:    Administration

REPORTS TO:      Administrative Director & Chief Operating Officer

LOCATION: Remote, possibly 1-2 days/week in person in off-season; on-site at overnight camp location daily in June, July & August; occasional in person meetings in Malibu and Los Angeles area; occasional Sundays and evenings for meetings/events; an annual multi-day retreat at a location in Southern California.  Seeking candidate that either live in or are willing to relocate to Southern California

JOB PURPOSE:     To work closely with the Administrative Director in managing the full scope of camper and family enrollment and communications for all programs and provide administrative support for all Shalom Institute programs, especially for Camp JCA Shalom (a JCC overnight camp) and Camp Gesher (West Coast overnight camp for children from Russian-Speaking Jewish (RSJ) families). 

To work closely with the COO to create and implement HR systems that assist with onboarding summer camp and year-round staff for all Shalom Institute programs.

VALUES AND SHARED EXPECTATIONS:

Act as a representative of the organization and demonstrate its goals in a positive and professional manner to all. Demonstrate professionalism and accountability. Take initiative to analyze and solve problems, treat others with courtesy and respect, respond to customer needs, and maintain a high degree of ethics, integrity and confidentiality.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

CAMP JCA SHALOM, CAMP GESHER,  & SHALOM INSTITUTE YEAR ROUND PROGRAMS

  • Serve as first point of contact for inquiries about camp and year-round programs
  • Guide families through the enrollment process, answering questions and providing information in a clear and helpful manner with a focus on providing excellent customer service
  • Process enrollments for overnight camp, day camp, year-round camps, family camps, and other year-round programs with high attention to detail
  • Receive and review all incoming camper forms for all camp programs and perform data entry with attention to detail, communicating with parents and following up as needed
  • Collect and process payments for year-round and summer programs
  • Communicate clearly with families and program participants via phone and email
  • Provide administrative support for year-round programs ,retreats and Shalom Institute events
  • Prepare and print necessary reports, documents, materials for overnight camp, day camp and year-round programs
  • Maintain camper records and files with a high level of organization and attention to detail
  • Must be on-site daily at summer camp location for the entire summer 

HR SUPPORT

  • Work closely with year round assistant directors on staff hiring process for summer and year-round programs
  • Communicate with hired seasonal staff about required forms and trainings that must be completed in order to work and be paid
  • Collect, review and process all staff paperwork, following up as needed
  • Assist in running staff background checks (including sex offender checks) 
  • Work with bookkeeper and COO to collect all paperwork needed for staff payroll, following up as needed
  • Work with COO and Administrative Director to implement any additional required staff trainings or HR requirements
  • Stay up to date on local and statewide HR requirements 

OFFICE ADMINISTRATION

  • Answer phones and maintain high level of customer service and appropriate phone etiquette
  • Answer questions about Camp JCA Shalom and year round programs, direct calls to the appropriate staff person as needed
  • Create daily credit card and check deposit logs for bookkeeper
  • Organize and maintain office in Malibu and summer site 

ADDITIONAL FUNCTIONS:

  • Assist at all Shalom Institute Special Events
  • Other duties may be assigned to meet organizational needs

QUALIFICATIONS AND REQUIREMENTS:

  • Demonstrate professionalism and accountability
  • Flexible, able to meet changing work needs and demands
  • Able to work collaboratively
  • Must have a high level of interpersonal skills to handle sensitive and confidential situations as well as customer requests and complaint

EDUCATION, TRAINING AND EXPERIENCE

  • Minimum of two years of college or equivalent education
  • At least one year experience in an administrative capacity
  • Experience with customer service
  • HR and payroll experience a plus, but not required 

KNOWLEDGE/SKILLS

  • Working knowledge of PC computers – database, word processing and excel
  • Ability to handle multiple tasks efficiently and accurately
  • Detail oriented and well organized
  • Must be able to communicate clearly and compassionately with the public
  • Maintain confidentiality
  • Ability to work independently and make appropriate decisions in routine situations

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an employee to

successfully perform the essential functions of this job. Reasonable accommodation may be made to enable people with diverse abilities to perform the essential functions.

  • Lifting and carrying up to 25 lbs.
  • Typing, writing, reading, hearing, and speaking
  • Use hands and fingers to operate office equipment
  • Prolonged sitting
  • Standing, walking, kneeling
Salary60000.00 - 65000.00 Annual
Duration
Full Time
Categories
Administrative Support | Human Resources
Organization Type
Camps & Camping | Community Relations | Environmental
Benefits
Retirement Plans | Dental | Medical Insurance | Paid Holidays | Paid Vacation | Parental Leave | Sick Days
Job Location
US

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