Holocaust Survivor Program Administrative Coordinator

AGENCY OVERVIEW:

Jewish Family and Children’s Services (JFCS) has served the San Francisco Bay Area for 175 years. We offer world-class services to support individuals and families across all stages of life, including adoption, mental health, senior care, disability services, financial assistance, Holocaust education, and youth development. Our mission and work are rooted in Jewish values, and we serve people of all faiths and backgrounds.
 
Seniors At Home offers a wide range of services to help older adults live safe, healthy, and independent lives, including home care, personal assistant services, companionship, and specialized dementia and palliative care. We provide the Bay Area’s leading continuum of care for aging adults.

POSITION SUMMARY:

Under the supervision of the Director of the Holocaust Survivor Program, the Holocaust Survivor Program (HSP) Administrative Coordinator works independently and collaboratively to ensure the accuracy, compliance, and fiscal integrity of Claims Conference-funded and related Holocaust Survivor Programs. This role is central to maintaining complete and compliant client records, supporting claims and reporting systems, monitoring service utilization, and ensuring vendor documentation meets all funder and agency requirements.
 
The HSP Administrative Coordinator is expected to take proactive ownership of responsibilities, exercise sound judgment, escalate issues in a timely manner, and contribute to departmental efficiency and continuous improvement. The incumbent demonstrates strong attention to detail, understands funding compliance requirements, and supports program goals while maintaining the highest standards of confidentiality and professionalism.

COMPENSATION AND BENEFITS:

  • Pay Range: $26.00 – $30.00/hour (depending on experience)
  • Employment Type: full-time, non-exempt position with benefits
  • Employer 403(b) retirement match plus additional employer contribution (subject to eligibility)
  • Cafeteria benefits plan that lets you customize coverage to fit your needs, with options like health insurance, FSAs, retirement plans, and wellness programs
  • 16 holidays (10 federal and up to 6 Jewish holidays), annually
  • 3 weeks of vacation and 2 weeks of sick leave, annually

ESSENTIAL JOB DUTIES AND RESPONSIBILITIES:

  • Manage, process, and maintain client files in SharePoint and other data management systems, ensuring records are complete, accurate, current, and compliant with funder requirements
  • Identify missing, incomplete, or incorrect client and homecare vendor documentation and communicate proactively with staff and vendors to resolve issues in a timely manner
  • Manage, review, and process homecare vendor invoices and supporting documentation to ensure compliance with funder and agency requirements and collaborate with Accounts Payable staff to process vendor payments
  • Monitor client service utilization and notify program directors when expenses approach or exceed approved service limits.
  • Input, update, and maintain client and service data in grant-administration data platforms
  • Input, update, and maintain data in budget-tracking and related service-tracking spreadsheets on a weekly basis or as required
  • Regularly track and communicate due dates for clients’ functional assessments to homecare and case management staff
  • Provide administrative, programmatic, and technical support to program director and staff

JOB QUALIFICATIONS:

  • Associate’s degree required; Bachelor’s degree preferred
  • Minimum of two (2) years of administrative, program coordination, or compliance-related experience, preferably in a human services, healthcare, nonprofit, or grant-funded environment
  • Experience working with funder requirements, audits, documentation standards, or client record management is highly preferred
  • Strong interpersonal skills with the ability to communicate appropriately and effectively with a diverse group of audience
  • High level of accuracy in data entry and attention to detail, with the ability to review, reconcile, and coordinate documentation and billing inform
  • Intermediate level proficiency in Microsoft Office Suite and cloud-based document management systems

All qualified applicants are encouraged to apply, including minorities, women, veterans, and disabled individuals. Qualified applicants with arrest and/or conviction records will be considered for employment in a manner consistent with Federal, state and local laws, including but not limited to the San Francisco Fair Chance Ordinance. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, sexual orientation, gender identity, protected veteran, or disability status. JFCS is an Equal Opportunity Employer.