OPERATIONS COORDINATOR, SZARVAS

Job Title: Operations Coordinator, Szarvas

Reports to: Director of Operations, Szarvas

Location: Office, based in JDC offices, Sip utca 12, Budapest

Category: Maternity Leave Cover– Estimated 2 years with potential for extension

Summary and Purpose:

The Operations Coordinator plays a central role in supporting the smooth execution of Szarvas-related programs, events, and logistics. This position is responsible for coordinating operational processes including registration systems, travel administration, transportation, procurement, reporting, and vendor coordination. The role requires a highly organized, detail-oriented, and proactive professional who can manage multiple priorities in a fast-paced international environment while maintaining clear communication and strong operational follow-through.

Key Responsibilities:

Registration & Data Management

• Oversee and manage the registration system (Salesforce) for summer sessions to ensure a smooth, organized, and user-friendly registration experience for participants and communities
• Work with registration system support vendor to setup the registration system seasonally, including technical coordination, system upgrades/updates, troubleshooting, and communication processes
• Oversee and manage registration for non-summer events, including seminars and meetings
• Maintain accurate participant, staffing, travel, and operational data across systems
• Prepare reports and operational data summaries for Szarvas Team as well as Finance, Resource Development (RD), and other internal stakeholders
• Support data collection, tracking, and reporting processes related to camp operations and participation

Travel & Logistics Coordination

• Coordinate travel and transportation logistics for campers, seasonal staff, full-time staff, international delegations, and visitors
• Serve as the lead coordinator for transportation processes, including communication with bus companies, transportation vendors, travelers, participating communities, TAS, and Szarvas employees
• Create invitation letters as needed for individuals traveling to Hungary
• Support arrival and departure logistics during camp sessions, including on-site coordination responsibilities on session opening days (4 summer Sundays)
• Support External Relations Associate in coordinating missions and visits, including scheduling, transportation, accommodations, and communication with local operational teams

Vendor Coordination & Procurement

• Coordinate relationships with Szarvas-related vendors and service providers
• Procure relevant supplies for camps, seminars, trainings, and operational activities
• Assist with sourcing vendors, collecting quotes, coordinating agreements, and maintaining strong working relationships with partners
• Coordinate operational inventory processes in collaboration with relevant teams and vendors
• Maintain updated inventory of equipment and supplies in Budapest office
• Negotiate and get relevant information in advance of contracting process
• Procure merchandise for sale (Szarvas shop) or giveaways in coordination with MarCom Manager

Operational Coordination & Administration

• Coordinate logistics and operational implementation of Szarvas-related activities, events, and youth camps
• Support implementation of operational processes and policies related to Szarvas programs and camp operations
• Work closely with educational teams, Szarvas-based staff, Finance, Operations, and other JDC Hungary teams to ensure effective coordination and communication
• Assist with bookkeeping and administrative tasks related to camp operations, visitation days, and logistics tracking
• Train and oversee summer operations assistant based at Szarvas Camp
• Register invoices into the accounting system and prepare certificates of completion when needed
• Support branding and communication efforts related to Szarvas programs and activities
• Attend JDC Hungary and Szarvas team meetings
• Be present and support key Szarvas related events (approximately 3 events per year of 2-3 days each).
• Perform additional tasks as required by the Camp Director, Operations Director, and/or JDC Europe Regional management
• Supporting the development of new ideas and directions to advance JDC's mission through Szarvas.
• Support JDC Hungary Foundation Office Manager in Szarvas related tasks and projects.

Requirements

• 2-3 years of experience in logistics, travel coordination, operations, procurement, or administrative coordination
• Strong attention to detail and comfort working with large amounts of operational and participant data
• Experience working with contracts, vendors, agreements, and financial coordination processes
• Strong organizational and multitasking skills with the ability to manage multiple deadlines and operational priorities simultaneously
• Excellent communication and relationship management skills with comfort coordinating directly with participants, vendors, and international partners
• Experience working in a global/international organization preferred
• Proficiency in Microsoft Office, especially Excel, and comfort working with registration and database systems
• Native Hungarian and conversational or fluent English
• Availability for the first day (Sunday) of the four camp sessions. Occasional additional visits with overnight stays to Szarvas Camp may be required.
• Ability to work collaboratively in a fast-paced, international, mission-driven environment
• B2 driver’s license required. Access to a vehicle preferred.

**Please submit your CV in English

About Szarvas Camp

Szarvas Camp is a 12-day international Jewish camp in Hungary where participants from around the world come together to learn life-long skills and explore their identity. Through diverse programs like crafts, sports, music, team-building, and cultural activities, campers form lifelong friendships while deepening their connection to Jewish values and traditions.

About JDC

The American Jewish Joint Distribution Committee (JDC), the world’s leading Jewish humanitarian assistance organization. JDC works in around 70 countries and in Israel to alleviate hunger and hardship, rescue Jews in danger, create lasting connections to Jewish life, and help Israel overcome the social challenges of its most vulnerable citizens, both Jewish and non-Jewish. Our reach extends beyond the global Jewish community by providing immediate relief and long-term development support for victims of natural and man-made disasters worldwide.

JDC has over 100 years of experience providing social and humanitarian services to Jewish people. You can learn more about JDC at www.jdc.org .