Executive Administrative Assistant / Case Manager

Job Summary:

The Executive Administrative Assistant / Case Manager will be a responsive, organized, and compassionate professional who assists the agency’s Executive Director with grants, research, reports, special projects, community initiatives, and administrative functions that support organizational growth and effectiveness while supporting the case management program by responding to requests for assistance from community members. Case managers work collaboratively with clients to identify needs, develop service plans, access community resources, and achieve stability. The position will split time between Executive Assistant/grant support and case management, with an estimated 70% of time working with the Executive Director. The position requires strong communication, attention to detail, organizational skills, and the ability to manage multiple priorities independently while upholding organizational standards and client service excellence.

Executive Administrative Assistant Job Duties and Responsibilities:

• Provide direct administrative support to the Executive Director.
• Assist with grant-related activities, including collecting program data, gathering supporting documentation, tracking deadlines, coordinating submissions, and maintaining grant files.
• Conduct research related to grants, funding opportunities, community resources, strategic initiatives, and organizational projects.
• Organize and maintain digital files, project records, operational documents, and administrative systems.
• Take meeting notes and assist with tracking follow-up items and project deliverables.
• Assist with Board of Directors, committee, donor, community engagement, and leadership activities as assigned.
• Support special projects, strategic initiatives, and organizational priorities as directed by the Executive Director.
• Assist with event planning, logistics, registrations, and community outreach activities.
• Maintain confidential organizational, employee, client, and donor information.
• Perform ad hoc projects as requested by the Executive Director.

Case Manager Job Duties and Responsibilities:

• As needed, offers client connections to all JFS services as well as those of collaborating agencies or other area providers.
• When appropriate, work with local agencies to offer clients a more robust solution.
• As needed, consult with JFS mental health clinicians to receive any behavioral health consultation.
• Provide information and referrals to relevant resources (e.g., homeless service providers, social service agencies).
• Advocate for clients with landlords and other organizations.
• Assess clients, discuss care coordination that may include advocacy on behalf of the client.
• Offer clients connections to all JFS services as well as those of collaborating agencies or other area providers as needed.
• Perform ad hoc projects as requested by the Director.
• Arranges, directs, and monitors resources as they provide service to the client.
• Requests for emergency financial assistance on behalf of the client, providing a written request to the JFS Director of Community Outreach and Case Management.
• Acts as a client advocate in all areas (e.g., with caregivers, family, agencies providing care/support, as well as advocating for other client needs in the realm of their well-being, care and/or safety).
• Participates in quality management studies as needed.
• Answers telephone calls or communications promptly and courteously.

General:

• Comply with established departmental policies and procedures, objectives, quality assurance, safety, and customer service standards.
• Communicate effectively with team members, supervisors, and clients via video, chat, email, and phone.
• Manage workload, deadlines, and priorities independently.
• Attend virtual meetings, training, and check-ins as required.
• Use company-provided tools and systems to complete work (e.g., project management, CRM, communication platforms).
• Identify process improvements and contribute to team efficiency.
• Submit accurate hours worked on a daily basis, accounting for required breaks and meal periods.
• Work independently and productively while still keeping open communication with others.
• Delivers honest and reliable communication with all individuals with whom they interact.
• Effectively manage time to avoid backtracking and delay of tasks.
• Consistently contributes to a safe and positive work environment, abiding by Jewish Family …