Planning Assistant, Caring Department

UJA Federation of New York | New York, NY, United States

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Posted Date 4/18/2023


Position Summary:

The Caring Department at UJA-Federation of New York is focused on providing services and support to those in our community who are isolated, vulnerable, and need a helping hand so that they can overcome obstacles and reach their full potential.


The Planning Assistant reports to the Planning Manager in the Caring Department and undertakes all administrative tasks that support the effective administrative functioning of the planning team including maintaining information systems and files, meeting preparation, and communicating with staff and lay leadership.


Through our work, we ensure that those in poverty can access vital services, that the elderly can age with dignity, and that people with disabilities feel welcomed, included, and supported. We help to connect those who are socially isolated to the community. We enable organizations to strategically utilize volunteers. We ensure that those grappling with mental health challenges, end of life, and bereavement issues can easily access the support they need. We are committed to offering social services within communities that most need them, including LGBTQ Jews, Jews of Color, and members of the community experiencing domestic violence or battling substance abuse.


Major Responsibilities:


  • Provide administrative support for department staff, including committee, cabinet, staff, and other meeting set-up (coordinating schedules with internal and external invitees, communication, and arrangement with internal resources - A/V requests including Zoom, food orders), meeting reminders, tent cards and staff and Committee attendance.
  • Oversee the department Zoom accounts, including assisting staff in scheduling virtual meetings, ensuring there is no overlap on the Zoom accounts, etc.
  • Manage information systems including membership lists, files and fundraising system information and research.
  • Use technology to purchase and track supplies, maintain organizational memberships, process contracts, track RSVPS, make travel arrangements, and submit reimbursement and human resources requests.
  • Process expense reports for staff.
  • Assist with details related to conferences and missions.
  • Copying, faxing and mailings.
  • Special projects: including support for the Managing Director as needed.



  • Bachelor's degree preferred as well as some related experience.
  • Proficiency in Microsoft products, including SharePoint, Word, Outlook, Excel; Proficiency in Access and PowerPoint is a plus.
  • Superior attention to detail, strong problem-solving skills and the ability to shift priorities when needed in a fast-paced environment.
  • Excellent organizational, administrative, written, and verbal communication skills.
  • Highly organized, efficient, and able to create and maintain systems that facilitate departmental management.
  • Ability to work independently and as part of a team.
  • Flexibility, positive attitude, and sense of humor.
  • Experience in the Jewish nonprofit space is a plus.
  • Flexibility to work at events and programs when required, which may be outside of normal business hours.


Salary Information:

The salary for this role is $45,000, commensurate with experience and qualifications.



Great Perks. Because We Appreciate Great Employees.


Time Off:

We offer a generous number of vacation days and have the Jewish holidays off as well. Fridays our offices close early (October to March at 3:00 pm and April to September at 4:00 pm). All so you can relax and recharge.


Health Care:

UJA provides a top-tier medical and dental plan, along with a flexible spending account. We also offer life insurance. And for a small cost you can take part in on-site yoga and exercise classes at our Manhattan office. Wellness matters to us.


Planning for Retirement:

UJA employees can enroll in a pension plan and tax deferred annuity.


Career Development:

Classes, workshops, and compelling speakers will keep you at the top of your game.



We come together as a staff to commemorate holidays (from Rosh Hashanah to MLK Day), volunteer at nonprofits, and celebrate our accomplishments together. (Our chocolate chip cookies are legendary!)


Some More (Yes, more!)

We also offer a backup childcare program. And a commuter benefit plan. So you can get to work and feel good about it.


Also, a lot of the times, we’re wearing jeans.

Salary45,000.00 - 45,000.00 Annual
Full Time
Administrative Support | Community Planning
Organization Type
Retirement Plans | Dental | FSA | Kosher Food Option Available | Leave Early for Shabbat | Life Insurance | Medical Insurance | Paid Holidays | Paid Vacation | Parental Leave | Sick Days | Mass Transit
Job Location
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