Program Assistant

Jewish Family Services (JFS) is seeking a part-time Program Assistant, responsible for the management of the daily administrative operations of Pencils & Paper. 

Responsibilities & Essential Duties

School Teacher/Database Management

  • New teacher registration including scheduling, email reminders for upcoming shopping dates, soliciting survey participation.
  • Maintain current teacher lists in appointment software.
  • Establish annual list of Teacher Liaison participants.
  • Track teacher cancellations and follow-up.
  • Thank you notes to teachers as needed.
  • Respond to new school/teacher inquiries.
  • School registration and management.

Social Media/Student & Teacher Thank You              

  • Manage student thank you notes.
  • Obtain and organize photos of volunteers, teachers shopping, and students using supplies.
  • Update social media.

 Donor Relations

  • Recruiting, contacting and follow-up with Supply Drive hosts.
  • Maintain excel spreadsheet of in-kind donations. Update individuals, organizations, and contact information as needed.
  • Forward list of in-kind donations to Administrative Coordinator to generate thank you notes.
  • Assist with maintaining and developing relations with community partners.
  • Coordinate in-kind donation pick-ups.

Office Coordination

  • Coordinate cleaning schedule. Maintain organized office environment.
  • Order supplies including food for special events. Inventory and restock volunteer beverages and snack basket.
  • Answer phones greet visitors/volunteers/teachers.
  • Coordinate with qualifying organizations to redistribute slow moving product.


  • Schedule and follow-up of shopping assistants for teacher shops, volunteer groups, and individual volunteers
  • Maintain current volunteer lists.
  • Ensure all volunteers sign-in/sign out.
  • Report monthly hours of volunteers.


  • 2-3 years administrative experience. College degree preferred, related experience a plus.
  • Proficiency in Microsoft Office 365 as well as social media.

Other Requirements 

  • Valid NYS motor vehicle license, safe driving record required.
  • Car required.
  • Ability to lift up to 50 lbs.

JFS is committed to building a culturally diverse and inclusive environment.

This job description in no way implies that these are the only duties to be performed by the employee(s) incumbent in this position. Employee(s) will be required to follow any other job related instructions and to perform any other job related duties requested by any person authorized to give instructions or assignments.

A review of this position has excluded the marginal functions of the position that are incidental to the performance of fundamental job duties. All duties and responsibilities are essential job functions and requirements and are subject to possible modification to reasonably accommodate individuals with disabilities. To perform this job successfully, the incumbent(s) will possess the skills, aptitudes, and abilities to perform each duty proficiently. Some requirements may exclude individuals who pose a direct threat or significant risk to the health or safety of themselves or others. The requirements listed in this document are the minimum levels of knowledge, skills or abilities.

This document does not create an employment contract, implied or otherwise, other than an “at will” relationship.

How to Apply

Download the application and use the form below to send your completed application and resume.

Submit Application

Accepted file types: pdf, doc, docx, Max. file size: 256 MB.
Accepted file types: pdf, doc, docx, Max. file size: 256 MB.
Accepted file types: pdf, doc, docx, Max. file size: 256 MB.
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