Administrative Coordinator, Lifelong Learning

Position: Administrative Coordinator, Lifelong Learning

Temple Emanu-El

Position Overview

Temple Emanu-El of Closter is seeking a professional, curious, and detail-oriented employee for an entry level education position. This is a great learning opportunity with excellent mentorship and growth for someone entering the experiential and supplemental education field.

The Administrative Coordinator will report directly to the Rabbi for Lifelong Learning.  They will be responsible for the support and administration of our robust Religious School, and our full calendar of youth programming including teens, early childhood, holiday programs and more. They will assist the Rabbi for Lifelong Learning with administrative tasks as needed.

They will engage our religious school and youth programs through social media, newsletters, and assist with our engagement and recruitment of participants.   They will participate in event planning and execution, curriculum planning, and program and school registration.  

Key Responsibilities:

Administrative Assistant to the Rabbi for Lifelong Learning:

1. Assist with the Rabbi’s calendar, including scheduling meetings and phone calls with members.
2. Assist with email and phone communications with members and families.
3. Draft memos and update emails for staff and teachers.
4. Assist with Prospective Member emails, phone calls, and check ins.
5. Help draft agendas and power point presentations for the Education committee and other meetings.
6. Assist with drafting teacher contracts.
7. Coordinate in partnership with the Rabbi the Bnai Mitzvah date assignments.

Religious School and Youth Programs:

1. Create and manage a marketing calendar for the religious school, including newsletters, registration promotions, and event marketing.
2. Create emails, power point slides, social media posts, etc, to promote the programs.
3. Assist with the planning of all Religious School events and special programs, including securing and paying vendors, ordering supplies, tracking costs and revenue, assisting with planning activities, etc. (Events include holidays such as Purim, Hannukah, Passover, and Sukkot, Shabbat Programs, Book Ceremonies, and Teen Programs).  Send post event reports and track event attendance.

4. Work various events by assisting at the check in table, meeting and greeting, and taking photos.
5. Support the B’nai Mitzvah program, including:
   • Scheduling tutoring with the Cantors and doing scheduling reminders
   • Prepare B’nai Mitzvah gifts and certificates
   • Print out materials for B’nai Mitzvah students
   • Help with B’nai Mitzvah scheduling, including key dates and check ins with families
6. Administer the Religious school’s registration process, including creating registration materials, billing, answering parent inquiries, and promotional materials.
7. Assist Religious school teachers by creating welcome packets, ordering classroom materials, etc.
8. Classroom set up and décor coordination, including:
   • Prepping classrooms and school areas for the school year, including creating decorations, and using your creativity to enhance spaces.
   • Inventory, organize and order supplies as needed.
   • Weekly walk through of classrooms.

1. Assist with the planning and execution of Youth High Holy Day programs, including being present day of to assist with the school.
2. Act as the liaison for the Education department to the Facilities department, clearly communicating room requests, and set-up needs in a timely manner.
3. Assist with payroll by tracking tutoring and specialty staff hours.

Office Administration and Support:

1. Serve as a part of the customer service team- every member of the administrative staff assists with answering phones, greeting our members, and providing other administrative services as needed.
2. Cover for other colleagues when they are absent.
3. Be a collaborator and thought partner. Be willing to “jump in” as needed, particularly during transitions and the high holy day season.

The schedule for this position will be 10am to 6pm Monday to Thursday, and Sundays (during the school year) 8:30am to 11:30am.  During the school year, Friday and Saturday are days off. When there is no school or weekend program, Friday hours are 9am-3pm.  The remaining 2-5 hours each week will be flexible based on event and program schedules.

Qualifications:

• Excellent organizational skills a must
• Interest in supplemental, experiential and/or Jewish education is a plus.
• Must be extremely detail oriented and able to multi-task in an exceptionally busy environment
• Excellent written, oral, and proofreading skills
• Pro-active and energetic; ability to work on own with minimal daily supervision
• Team player with "customer service" mentality and ability to work with many people and personalities
• A do-whatever-it-takes attitude and willingness to roll up your sleeves to get the job done
• Strong computer skills including Microsoft Word, Excel, Constant Contact, Canva and Powerpoint
• 1+ years administrative experience
• Bachelor's degree