Founded in 1906, AJC seeks to enhance the well-being of the Jewish people and Israel, and to advance human rights and democratic values in the United States and around the world. Among Jewish advocacy organizations, AJC is the leader in the global arena. We are known for our unparalleled access to diplomats, government officials, and faith leaders in more than 100 countries. In addition to our New York headquarters and Office of Policy and Diplomatic Affairs in Washington, D.C., AJC has offices across the U.S. and around the globe and maintains partnerships with Jewish communities worldwide.
The Program Coordinator supports the Institute’s mandate of bringing together the many layers of the Latino universe at the domestic, hemispheric, transnational, transatlantic and global levels on behalf of the Jewish people and of Israel by ensuring BILLA functions smoothly and effectively within the structure of AJC, and providing overall administrative support.
The Program Coordinator serves as the central team liaison by providing vital support to the Institute’s Director and Associate Director in the overall operation of the entire BILLA team. She/he supports the general administrative functions of the Institute in a wide variety of tasks including but not limited to budget and expense reports, internal inquiries, logistical support, and records management. She/he enriches the work of the Institute by assisting the BILLA team in a variety of research projects and initiatives aligned with AJC’s priorities.
The Program Coordinator does all of this while adhering to AJC’s core values: Respect, Teamwork, Integrity, Excellence, and Accountability.
· Serve as BILLA liaison with AJC/Global Affairs/Regional staff on all administrative, technical, scheduling and planning questions and inquires; ensure departmental obligations are communicated and implemented in a timely manner.
· Manage routine requests from BILLA Board, Regional Partners, PI alumni, direct request as appropriate; organize mailings and conference calls as directed.
· Coordinate participation and attendance of the Institute’s Ibero American guests, partners, and speakers in various virtual and in-person events throughout the year.
· Organize and maintain institutional records, databases, and materials including financial, governance, and programming information.
· Coordinate scheduling and logistics for staff travel, speakers, and other guests.
· Provide support in the organization of BILLA on-sight and off-site meetings/events; format invitations and invitee lists, liaise with invitees, accurately record rsvp’s, arrange room set-up, technological needs, hospitality, and registration, and prepare meeting materials and other essential details.
· Maintain and update an organized filing system on shared computer and Google drive.
· Maintain BILLA’s calendar and internal and external information/communication with the Institute’s Board and contact networks.
· General correspondence, including written and direct diplomatic, political, and institutional (lay and staff) contacts on behalf of BILLA.
· Material preparation and note-taking for meetings, conferences, and international missions.
· Format and organize documents as requested.
· Assist with the production and dissemination of BILLA Reporting:
▪ Weekly reports
▪ Media Report
▪ BILLA’s Quarterly Newsletter
▪ Advocacy entries on Raiser’s Edge
· Reconcile and process, in a timely fashion, payments, AMEX expenses, cash advance reports, and maintain accurate BILLA financial records.
· Responsible for routine processing of philanthropic gifts to BILLA.
· Assist with English/Spanish/Portuguese translations when needed (PI materials or communications, for example).
· General administrative duties including typing, faxing, scanning, and filing.
· Support the BILLA Team in all aspects of planning and implementing research projects, with specific duties as requested.
· Assist in generating and maintaining various department data systems.
· Undergraduate degree required.
· 2 years relevant work experience.
· Bilingual (English/Spanish) preferred. Fluent in Portuguese a plus.
· Excellent written and verbal communication skills.
· Excellent time management skills; ability to apply independent judgment to plan, prioritize and organize diversified workload and meet deadlines with minimal supervision.
· Excellent interpersonal skills, tact and diplomacy.
· Ability to work as part of a team of professionals and lay leaders.
· Strong attention to detail and follow-through.
· Passion for AJC’s mission.
· A demonstrated commitment to high ethical standards and values.
· Willingness to attend meetings and programs outside of standard working hours.
· Computer skills required: Microsoft Office, PowerPoint, Luminate, Publisher, Google application, Raiser’s Edge a plus.
AJC is an Equal Opportunity Employer.
Please submit your application to: https://ajchr.wufoo.com/forms/s1od0qan064ad04/