Immersive Experiences Associate

Hillel International

Role Overview

Do you thrive in a fast-paced work environment and excel at multitasking and prioritizing projects and deadlines? Are you a detailed, operational, and motivated self-starter? Do you dream of working in a collaborative environment that supports international logistics? If so, we have the position for you!

Hillel International is seeking an Associate to support the Immersive Experiences Department at the Schusterman International Center. This unique position will provide essential administrative, logistical, and technical support to the Immersive Experiences Department.

The Associate will use their organizational skills and attention to detail to facilitate a smooth, streamlined registration process for campus Hillel partners participating in a variety of immersive experiences, including Taglit Birthright Israel, Birthright Israel Onward, and Immersive Breaks. They will excel at balancing and completing a wide array of tasks and will get excited about using technology to improve and optimize processes and systems. They will enjoy partnering with many stakeholders across the Hillel landscape and with institutional partners who help deliver immersive experience opportunities for our students and staff. This position is fully remote for eligible U.S.-based candidates.

What You’ll Do

Assist with Immersive Experiences Registration and Operations

• Track Birthright Israel and Onward Israel registration numbers daily while registration is open
• Provide critical ongoing communication and support to campus Hillel partners during the planning, recruitment, and registration for immersive experience opportunities
• Assist with management of staffing process for immersive experiences, including recruitment, registration/assignment, and training of trip staff
• Assist with communication to applicants/participants, parents, and trip staff
• Assist with the flight assignment process for applicants and staff with Birthright Israel and the airlines
• Review and manage passport, medical review process, and additional required documentation in alignment with Hillel and Birthright Israel requirements
• Conduct interviews for participants
• Process deposit refunds for applicants

Technological and Data Support

• Generate appropriate reports using Salesforce
• Manage individual trip/group folders, including ensuring all accurate reports are included in each
• Provide technical support to campus professionals and applicants as it relates to the immersive experiences, applications, reports, and more
• Assist with the report management system
• Assist with IT and Database-Related Projects
• Develop spreadsheets for mail merges as directed
• Create web pages for the team’s resources

Departmental Support

• Monitor the Immersive Experiences phone line, respond to phone calls and voicemails, and assist with managing multiple email accounts
• Serve in a support role as assigned to campuses and Hillel professionals to support them in preparation for their upcoming program(s)
• Process and assist with departmental travel arrangements (hotels, flights, car rentals, etc.).
• Generate and submit monthly expense reports and reimbursements
• Manage meal requests to airlines
• Assist with drafting email communication to participants and campus professionals
• Participate in regular team meetings and professional development opportunities
• Other duties as assigned

What You’ll Bring to the Job

Required

• A bachelor's degree and at least 2+ years of relevant work experience
• Ability to manage a high volume of projects with many moving parts, set timetables, and adhere to strict deadlines in a fast-paced environment.
• Excellent organizational skills and meticulous attention to detail
• Capacity to provide outstanding customer service
• Ability to engage meaningfully and authentically with university students and Hillel professionals
• Proficiency with Microsoft Outlook, Microsoft Office suite, and the ability to quickly learn and master new tools, processes, and systems
• A creative, entrepreneurial, and can-do attitude with regard to project management assistance
• Familiarity with Israel and Judaism

Preferred

• SalesForce experience 
• Hillel experience (as a student leader or Hillel professional) 
• Prior travel experience to Israel is a plus.

What You’ll Receive

• Competitive salary in the non-profit marketplace of $46,000 to $50,000. 
• Hillel offers a comprehensive benefits package, including health insurance, retirement plan, life insurance, Long-Term Disability (LTD), Flexible Spending Plan, unlimited vacation, generous sick time, and parental leave.
• Great professional development, mentoring, and skill-building opportunities.
• Amazing, smart, dedicated, fun colleagues at Hillel International and across the Hillel movement. 
• Flexible work hours and location. Please note that to be considered, you must be legally authorized to work in the United States. While we fully support remote work, we require employees to be based in the United States. 
• Travel opportunities to campuses, conferences, and communities.

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