IA and Administrative Assistant

Description

About Hebrew Union College

Founded in 1875, Hebrew Union College (HUC) is North America's leading institution of higher Jewish education and the center for professional leadership development of Reform Judaism. With campuses in Cincinnati, Jerusalem, Los Angeles, and New York, HUC educates rabbis, cantors, Jewish educators, nonprofit leaders, and scholars while advancing Jewish scholarship and learning worldwide.

Our mission is to build vibrant Progressive Judaism by educating visionary leaders, advancing Jewish scholarship, and studying Jewish life through an open, egalitarian, inclusive, and pluralistic lens.

Position Summary

This position provides high-level administrative support to the Dean of the College (approximately 50% of time) while also supporting the College's Institutional Advancement and Development efforts (approximately 50% of time). The successful candidate will manage the Dean's daily operations and calendar while assisting the advancement team with donor relations, event coordination, gift processing support, and communications. This dual role requires excellent organizational skills, discretion in handling confidential information, and the ability to move fluidly between executive support and development functions. 

Essential Responsibilities:

Administrative Support to the Dean:

• Manage the Dean's calendar, schedule meetings, appointments, and travel arrangements
• Serve as primary point of contact for the Dean's office, screening calls, emails, and visitors
• Prepare correspondence, reports, presentations, and meeting materials on behalf of the Dean
• Coordinate logistics for Dean's Office meetings, including agendas, minutes, and follow-up items
• Process expense reports, reimbursements, and budget-related paperwork for the Dean's office
• Manage meetings and events (i.e. annual retreat, guest lectures and lunches,, co-curricular and study days, outside speakers, orientation, holiday events), including logistics such as invitation lists and mailings, food ordering, room reservations, invitations, correspondence, RSVPs, materials/supplies, and with facilities and food services.
• Working with HUC international directors and staff to support visits and sessions on the LA Campus.
• Maintain relationships and support partnerships with USC, local and regional synagogues and agencies and internal HUC departments
• Draft and edit internal and external communications on behalf of the Dean
• Perform other administrative duties as assigned

 Institutional Advancement & Development Support

• Assist advancement/development officers with donor research, prospect tracking, and briefing materials
• Support the planning and execution of fundraising and cultivation events, including alumni gatherings, donor receptions, and campaign events
• Help maintain donor database records, ensuring accurate and timely data entry
• Assist with gift processing, acknowledgment letters, and stewardship correspondence
• Coordinate scheduling and logistics for donor visits and meetings involving the Dean or advancement staff
• Support the preparation of grant proposals, case statements, and fundraising collateral
• Assist in tracking progress toward fundraising goals and preparing reports for leadership
• Support alumni engagement activities in partnership with the advancement team
• Perform other development-related duties as assigned

Requirements

Education

•   Bachelor’s degree required; an equivalent combination of education and experience will be considered

Experience

• 3-5 years of administrative, operational or event planning support experience preferred.

Knowledge, Skills & Abilities 

• Strong customer service orientation with collaborative work style.
• The ability to work independently or with minimal supervision is critical. This individual must possess the characteristics of initiative, cooperativeness, loyalty, and integrity.
• Excellent written, verbal, and presentation skills with strong attention to detail.
• Strong critical thinking and proactive problem-solving ability.
• Strong organizational skills.
• Ability to work effectively with a variety of constituencies including students, faculty, staff, administrators, alumni, trustees, government and nonprofit officials, and business leaders.
• Strong technical and computer skills: Proficiency with the Microsoft Office software products and Razor’s Edge or similar database software.

Why Join Hebrew Union College? At Hebrew Union College, you will have the opportunity to shape the future of Jewish leadership by recruiting, mentoring, and inspiring the next generation of rabbis and Jewish professionals. You'll join a collaborative, mission-driven community dedicated to academic excellence, innovation, and strengthening Jewish life throughout North America.Hebrew Union College is an equal opportunity employer and values diversity in its workforce. We encourage individuals of all backgrounds and experiences to apply.