Passion. Purpose. Impact. CJP is at the heart of Greater Boston's Jewish community, but our reach is felt around the world. Ranked by BBJ as Massachusetts’ largest non-profit organization – CJP is a philanthropic investor and mobilizer of people, resources, and skills that make a bigger difference locally and globally. We focus on making Jewish life and learning accessible to all individuals and families in Boston and beyond. We thoughtfully invest in the care and well-being of all community members. And we provide stability and growth to nonprofit organizations and institutions that underpin our community. Our greatest resource is our people — the staff, volunteers, partners, and leaders who help make Greater Boston’s Jewish community a welcoming home. It’s this energy and commitment that drive CJP’s mission. We are one of Boston's oldest and most respected philanthropic organizations and we are currently seeking a Volunteer Mobilization and Leadership Associate.
The Volunteer Mobilization and Leadership Associate will perform dedicated administrative duties, database management, and special projects support for the Volunteer Mobilization & Leadership (VML) team. This role will coordinate all logistical aspects of volunteer management work, including supporting volunteer and opportunity intake, selection, and placements, maintaining up-to-date information in CJP’s CRM system and AirTable, and helping plan events as needed. This role will communicate internally and externally with colleagues, volunteers, and partner organizations about the volunteer match process and help prepare for meeting to discuss. This role will also manage the calendar for the VP, Volunteer Mobilization and Leadership and complete administrative and logistical tasks for the team including Board of Directors calendar coordination, tracking attendance, and meeting logistics as needed.
The Associate will have the opportunity to work with a strong team dedicated to providing exceptional service to CJP’s volunteer leadership and donors.
Essential Functions:
- Manage intake of new volunteers and governance opportunities for the Hineni Volunteer Network. Record information with a high degree of accuracy in Maven, CJP’s CRM, and Airtable. Communicate with new volunteers and external staff and ensure internal relationship managers are kept informed.
- Project manage the volunteer match process, including preparing volunteer bios and lists of appropriate volunteers for opportunity match meetings, drafting communication to volunteers, communicating with staff and volunteers about matches and next steps, and keeping relationship managers informed. Engage in polite persistence to follow up as needed.
- Maintain volunteer and opportunity match data in Maven, CJP’s CRM database, and Airtable with high degree of accuracy. Maintain prospect plans in Maven for Hineni Volunteer Network volunteers. Create reports as needed.
- Schedule and prepare for recurring volunteer pipeline meetings held internally and with Hineni co-chairs by tracking CJP’s pipeline of volunteers and preparing materials and reports for conversation. Follow up regarding next steps as needed.
- With guidance from the Senior Director, Volunteer Mobilization, create and manage surveys and metric data as needed to support the Hineni Volunteer Network, Board of Directors, and CJP volunteer structures at large.
- Track rosters for all CJP committees. Create and manage groups, reports and exports and work with administrative staff to keep records up to date. Develop expertise in relevant parts of Maven.
- Support administrative components for growing CJP best practices in volunteer management including sending a weekly “Future Activity Report” to staff about future volunteer and donor activities, maintaining a charter library for all CJP volunteer opportunities and helping to organize and compile additional resources as needed.
- Coordinate logistical aspects of Board of Directors meetings and Hineni events including scheduling, ordering food, virtual logistics and tracking attendees. In partnership with team, facilitate timely and clear communication with leadership and attendees and coordinate materials and A/V needs. Serve as lead registration professional and request, enter and maintain registration lists as needed.
- Manage the calendar of Vice President, Volunteer Mobilization and Leadership, including regular check-ins, proactive management of conflicts, and scheduling internal and external meetings as needed. Work closely with other Executive Team assistants. Manage VML team calendar, including weekly team meeting, monthly pipeline meeting, and other items that arise.
- Support development efforts of members of the VML team including routinely entering interactions and prospect plans into maven, updating records, and other tasks as requested.
- Interact with CJP senior leadership, volunteer leaders and internal staff in a prompt, courteous and accurate manner. Serve as first line of communication for inquiries from donors, volunteer leaders, and partner organizations – appropriately direct all calls and emails.
- Meet with team members regularly to review current and upcoming projects and to prioritize workload.
- Other duties as assigned with or without accommodation.
Minimum Requirements:
Education:
- Higher education degree or administrative/business training preferred.
Experience:
- 2-3 years of administrative and project support experience.
Skills/Competencies:
- Strong organizational and multi-tasking skills
- Impeccable attention to detail
- Excellent oral and written communication skills
- Strong interpersonal skills and verbal communication skills
- High proficiency with Excel, Word, PowerPoint, Outlook
- High proficiency with Airtable and CRM databases.
- Ability to handle multiple priorities at one time and meet deadlines
- Ability to take initiative, problem solve and proactively move projects forward
- Ability to author and accurately proofread documents and correspondence
- Ability to maintain confidentiality
- Commitment to accuracy and follow through
- Ability to effectively work with stakeholders to achieve outcomes in a timely manner
- Desire to work in a fast-paced, creative, entrepreneurial environment
- Ability to be flexible and adaptable to changes and shifting priorities.
Other:
- Understanding of the Boston non-profit community a plus
- Interest in CJP mission and familiarity with the Jewish community is a plus
- Once or twice monthly availability for early morning or evening meetings.
Organizational Relationships/Scope:
Reports to the Senior Director, Volunteer Mobilization and has no direct reports.
Working Conditions:
- Hybrid Work Schedule: Tuesdays and Wednesdays in office work is required; Mondays, Thursdays and Fridays remote work option applies.
- Remaining in a stationary position, often standing or sitting for prolonged periods, much of which will be working at a computer.
- Must be able to lift up to 15 pounds.
Please Note: The above statements are intended to describe the general nature and level of work being performed by employees assigned to this classification. They are not intended to be construed as an exhaustive list of all responsibilities, duties and skills required of employees assigned to this position.