Assistant Program Coordinator Jobs in Boca Raton, FL

Organization Summary:

Jewish Federation of Palm Beach County is a 501(c)3 nonprofit organization dedicated to transforming, inspiring and saving lives in the Palm Beaches and 70 countries around the world. Each year, Jewish Federation inspires thousands of community members to contribute, volunteer and participate in programs that generate more than $30 million to leading a powerful impact in the community.

Position Summary:

The Mandel Center Operations & Program Coordinator provides high-level operational, administrative, and program coordination support for the Mandel Center for Leadership Development. This role serves as a central point of coordination for leadership development programs, talent development initiatives, departmental operations, scheduling, communications, logistics, CRM data management, and reporting.

Working closely with the Vice President and Mandel Center staff, the Coordinator ensures the efficient day-to-day operation of the department while supporting the successful execution of leadership and talent development initiatives. This position combines hands-on administrative coordination with operational oversight responsibilities, helping maintain strong systems, accurate data, organized workflows, and seamless program delivery.

The Coordinator manages calendars, meeting logistics, travel arrangements, invoices, participant communications, CRM data entry and reporting, and cross-departmental coordination. In addition, the role supports operational planning, tracks program participation and engagement data, maintains leadership program records and alumni tracking systems, and assists with improving departmental processes and workflows.

This position requires exceptional organizational skills, attention to detail, professionalism, customer service, discretion with confidential information, and the ability to manage multiple priorities in a fast-paced environment. The ideal candidate is proactive, solutions-oriented, highly collaborative, and capable of balancing administrative responsibilities with operational coordination and project support.

Essential Duties and Responsibilities:

Administrative and Operational Coordination:

• Provide comprehensive administrative and operational support to the Vice President and Mandel Center staff.
• Coordinate day-to-day departmental operations, ensuring smooth execution of leadership and talent development initiatives.
• Support departmental planning, project timelines, workflows, and operational tracking systems.
• Maintain organized operational documentation, records, and shared departmental resources.
• Identify opportunities to improve processes, workflows, communication, and operational efficiency.
• Assist with monitoring program budgets, expense tracking, vendor payments, reimbursements, and financial documentation.

Calendaring, Scheduling, and Communications:

• Manage calendars, meetings, and scheduling for Mandel Center leadership and staff.
• Coordinate internal and external meetings, including scheduling, room reservations, catering, technology support, agendas, materials, reminders, and follow-up communications.
• Maintain centralized calendars and ensure meeting details and supporting materials are accurate and accessible.
• Draft and coordinate correspondence, meeting materials, presentations, and program communications.
• Serve as a liaison with internal departments, vendors, facilitators, volunteers, and external stakeholders.

Leadership Development and Program Coordination:

• Coordinate logistics and operations for leadership development programs, trainings, workshops, committees, and related initiatives.
• Manage participant registration, scheduling, reminders, attendance tracking, and program communications.
• Coordinate interview scheduling for leadership development programs and committees.
• Ensure operational readiness for meetings and programs, including setup, materials, catering, ITS coordination, security requests, and post-program follow-up.
• Track program timelines, deliverables, participant engagement, and leadership pipeline progression.
• Maintain accurate records for leadership programs, talent development initiatives, and alumni engagement activities.

CRM Data Management and Reporting:

• Maintain CRM data integrity for leadership program participants, alumni, committees, and related records.
• Perform accurate data entry, reporting, tracking, and database maintenance.
• Assist with preparing reports, participation data, engagement summaries, and operational updates for leadership and stakeholders.
• Support data tracking systems that monitor program participation, engagement, and outcomes.
• Ensure confidentiality, accuracy, and compliance with organizational data management standards.

Committee and Cross-Departmental Support:

• Coordinate HR & LD Committee and other departmental meeting logistics, including agendas, minutes, catering, setup, and communications.
• Take, prepare, and distribute meeting minutes and follow-up materials.
• Collaborate with departments including Development, Finance, Marketing, Planning, ITS, and Operations to support Mandel Center initiatives.
• Provide backup support for general office and departmental functions as needed.

Shared Office Duties:

• Provide backup support for general office operations, including mail distribution, answering phones, ordering supplies, and event support.
• Assist with special projects and additional responsibilities as assigned.

Qualifications and Success Factors:

• High school diploma required; associate’s or bachelor’s degree preferred in nonprofit management, business administration, communications, leadership development, or related field.
• Minimum of 3–5 years of administrative, operations, program coordination, or related experience.
• Strong organizational, project coordination, and time management skills with exceptional attention to detail.
• Excellent interpersonal, customer service, written, and verbal communication skills.
• Experience managing calendars, meetings, logistics, and multiple priorities simultaneously.
• Experience with CRM systems, databases, reporting, or data management preferred.
• Strong proficiency in Microsoft Office Suite including Outlook, Word, Excel, PowerPoint, Teams, and Zoom.
• Ability to work independently while collaborating effectively across departments.
• Strong analytical and problem-solving skills with the ability to improve processes and workflows.
• Ability to manage confidential information with professionalism and discretion.
• Ability to adapt to changing priorities and work effectively in a fast-paced environment.
• Must maintain a valid Florida driver’s license.
• Must be able to work occasional evenings and weekends as needed.

Work Environment:

Jewish Federation of Palm Beach County is committed to creating a workplace where employees feel supported, valued, and connected to our mission. Our offices are located in a beautiful facility in West Palm Beach, providing a professional and welcoming environment for both staff and visitors. The building is secured during business hours with dedicated safety personnel to help ensure a safe and supportive workplace.

Federation prioritizes employee well-being and professional growth through a collaborative culture and a dedicated employee wellness program that promotes physical, mental, and emotional health. Employees also benefit from a wide range of professional development opportunities, including in-house courses through Federation University, cross-departmental trainings, conference participation, professional certifications, and involvement in fellowships and leadership cohorts. Employees of the Federation also enjoy a comprehensive benefits package designed to support health, financial security, and work-life balance, including:Health & Wellness Benefits Comprehensive health coverage including medical, dental, and vision plans Disability and life insurance coverage A dedicated employee wellness program focused on overall well-beingTime Off & Work-Life Balance Generous paid time off Paid Jewish and U.S. holidays Early office closings on Fridays in observance of Shabbat Early closings on many holiday eves Financial Benefits 401 (k) retirement plan with employer contribution pre-tax benefits including Flexible Spending Accounts (FSA) and Health Savings Accounts (HSA)Federation benchmarks compensation for new hires based on the role, level, and geographic location. Final compensation is determined by a variety of factors, including relevant experience, skills, and education or training.

Pay Rate:

We benchmark our salary ranges for new hires in relation to the role, level, and role location; however, we consider a multitude of factors, to include relevant experience, skills, and education/training, to determine compensation within the identified range.