Office Administrator - Family Life

About the role

PAY RANGE $32 - $33.50 per hour.

GENERAL DESCRIPTION The Family Life Administrator provides day-to-day administrative and operational support for Family Life programs, including camp, athletics, recreation, dance, Tikvah and other department offerings.

This is a hands-on administrative role focused on registration support, refunds and transfers, rosters, participant records, basic Salesforce and registration-system tasks, family communication, and program logistics. The Administrator serves as a dependable resource for families and staff and helps keep program information accurate, current, and accessible.

The role works closely with Family Life program staff and with Business Systems, Account Services, Finance, and Marketing as needed. During high-volume periods or when programs are in session, the Administrator may also provide direct program support, including coverage in program spaces or the Camp office.

RESPONSIBILITIES Registration and Administrative Support

• Process new and returning participant registrations using JCCSF registration and program management systems.

• Process course transfers, withdrawals, refunds, credits, and other routine account adjustments in accordance with established policies.

• Maintain waitlists and support enrollment changes, including communicating with families about openings, transfers, and required next steps.

• Prepare and maintain accurate program rosters, participant lists, attendance records, schedules, and other operational documents.

• Maintain participant records and family profiles, including contact information, emergency information, health forms, waivers, and other required documentation.

• Prepare registration and participant information for program launches, seasonal transitions, and day-to-day program operations.

• Assist with routine payment follow-up and refer complex billing or account issues to the appropriate department.

Systems and Records

• Use Salesforce and other JCCSF systems for basic data entry, registration support, participant look-up, roster creation, and routine reporting.

• Follow established Business Systems standards, workflows, and data practices for Family Life programs.

• Keep program records accurate and current and flag discrepancies or system issues for the appropriate staff member.

• Create and use existing reports and dashboards to provide routine enrollment, attendance, and participant information to program managers.

• Maintain organized electronic files, forms, templates, and program documentation.

Family and Staff Support

• Provide friendly, timely, and professional customer service to families by phone, email, and in person.

• Maintain a working knowledge of Family Life programs and provide basic program information to families and staff.

• Support program managers with routine family communications, reminders, schedules, forms, and other administrative needs.

• Coordinate with internal departments to help resolve registration, account, communication, or program-administration questions.

• Identify issues that require a policy decision, system change, financial review, or management response and escalate them appropriately.

Direct Program Support - Support Camp administrative operations before and during the summer season.

• Prepare and maintain weekly Camp materials, including rosters, emergency nonenvironmental, medical forms, supporting forms, attendance information, and other required participant records.

• Provide coverage in the Camp office as needed due to staff absences, breaks, or high-volume periods.

• Assist with check-in, dismissal, family questions, participant documentation, and other direct-service functions as needed.

• Be available to provide reasonable support in Family Life program spaces when operational needs require an additional staff presence.

General

• Coordinate with internal departments and stakeholders to ensure programmatic administrative needs are met.

• Identify administrative or registration issues and escalate them to the appropriate staff when necessary.

• Additional duties as needed.

Requirements

• BA or BS degree required, or equivalent combination of experience and education.
• At least 3 years of experience in systems/ office administration.
• Salesforce experience preferred.
• Outstanding customer service skills and experience working in a customer-centric organization.
• Experience designing, creating, managing and implementing workflows, processes, schedules, reports, statistics and charts.
• Outstanding computer skills, including advanced skills in MS Office and the ability to learn new business software programs.
• Excellent written and oral communication.
• Must be well-organized with strong attention to detail.
• Ability to work as part of a team and effectively engage and coordinate with various stakeholders (both staff and clients).
• Ability to guide team in areas of change management within evolving systems and processes.
• Ability to handle multiple projects, setting appropriate priorities, and effective time management while ensuring that all deadlines are honored.
• Excellent interpersonal skills. Supervisory experience a plus.
• WORKING CONDITIONS
• Work is primarily performed in an office environment located within the Family Life center, with regular contact with staff, families, adults, and children.
• The role may periodically work in active program spaces and may provide administrative or direct program coverage during Camp and other high-volume program periods. This is an in-person position.
• PHYSICAL REQUIREMENTS
• Physical requirements are those typical of an office environment. Some lifting, carrying, walking required. Standing or seated use of a computer throughout the day.

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