Administrative Support Specialist
We all face challenges and transitions in our lives, and when we do, we must be able to count on the strength of community for support. For the people of Los Angeles, Jewish Family Service LA (JFSLA) is that trusted source of support. We are a comprehensive network of services that welcomes individuals and families of all ages and identities to our full spectrum of care. Our highly trained staff and volunteers work closely with individuals and their loved ones to problem-solve and guide them on their paths to safety, security, wellness, and fulfillment.
JFSLA staff share in our mission and work towards our goals with the highest level of responsibility, professionalism, and integrity. JFS demonstrates our commitment to our staff by offering a comprehensive benefits package and a nurturing environment.
JFSLA is committed to cultivating and preserving a culture of inclusion and connectedness. In recruiting for our team, we seek the unique contributions that individuals can bring from all backgrounds. We strive for a diverse team in order to better serve our clients and ensure our excellence as an organization in identifying, designing and delivering solutions.
Be part of our commitment and join our family. For more information on our philosophy and services, please tour our website www.jfsla.org
Qualifications:
Education & Experience:
- Associate degree preferred; equivalent experience considered.
- Minimum of 5 years of administrative support experience required.
- Experience supporting Facilities, Operations, IT, or shared services environments preferred.
Skills & Competencies:
- Strong organizational and multitasking skills with exceptional attention to detail.
- Excellent written and verbal communication skills.
- Proficiency in Microsoft Office 365, including Outlook, Word, Excel, Teams, and PowerPoint.
- Ability to learn and navigate internal systems and ticketing platforms.
- Strong customer service orientation and interpersonal skills.
- Ability to handle sensitive and confidential information with discretion.
- Demonstrated ability to prioritize workload and manage competing deadlines independently.
- Collaborative, adaptable, and solution-oriented mindset.
Preferred Qualifications:
- Experience coordinating vendors and service providers.
- Familiarity with facilities, work order systems or IT ticketing systems.
- Experience supporting multi-site operations.
- Basic understanding of technology equipment and office infrastructure.
Physical Requirements:
- Ability to occasionally lift and move office equipment or supplies up to 25 pounds.
- Ability to travel periodically between JFSLA locations as needed.
- Ability to sit, stand, walk, and use office equipment for extended periods.
Responsibilities/Essential Functions:
Administrative & Operational Support:
- Responsible for safeguarding confidential information and must exercise a high degree of discretion and confidentiality regarding all work products.
- Serves as a trusted steward of highly sensitive and confidential organizational information, including financial data, strategic business plans, development activities, donor relations, and executive-level communications.
- Handles highly confidential and sensitive information, including financial records, strategic business plans, developmental initiatives, and organizational data
- Provide day-to-day administrative support to the Facilities and IT leadership teams.
- Maintain organized electronic and physical filing systems for contracts, service records, warranties, inventories, and departmental documentation.
- Assist with departmental budget tracking, invoice processing, purchase orders, and expense reconciliation.
- Support preparation of board, committee, and management presentation materials as requested.
Facilities Department Support:
- Coordinate service requests, maintenance schedules, and vendor appointments across JFSLA locations.
- Track facility work-orders and ensure timely follow-up and resolution.
- Assist with space planning coordination and facility-related communications.
- Maintain vendor contact lists, certificates of insurance, maintenance agreements, and compliance documentation.
- Support safety, emergency preparedness, and physical security administrative initiatives.
- Assist with facilities projects, including renovations, repairs, and site improvements.
Information Technology Department Support:
- Serve as an administrative liaison for IT ticket coordination and internal communications.
- Assist with onboarding and offboarding coordination, including equipment tracking and access documentation.
- Maintain IT inventory records for laptops, mobile devices, peripherals, and technology assets.
- Coordinate vendor meetings, software renewals, maintenance schedules, and procurement documentation.
- Support scheduling and logistics for IT training sessions and department initiatives.
- Help maintain organized documentation related to policies, procedures, systems, and technology standards.
Customer Service & Communication:
- Provide responsive and professional support to staff across the organization.
- Assist in drafting internal announcements, service updates, and operational communications.
- Route requests appropriately and escalate urgent matters when necessary.
- Foster a collaborative and customer-service-focused environment across departments.
Jewish Family Service of Los Angeles is proud to provide equal employment opportunities to all employees and qualified applicants without regard to race, color, religion, sex, sexual orientation, national or ethnic origin, age, disability or status as a veteran.
This position reports to the: Director of Facilities and Sr. Director of IT & Data Services