Office Administrator

About the Role 

Congregation Beth Israel (CBI) is a vibrant, diverse, and committed Modern Orthodox synagogue located in the heart of Berkeley, California. CBI has been a staple of the Jewish Bay Area landscape for decades.

CBI is seeking an energetic, self-directed, hands-on, detail-oriented, and motivated professional with organizational and administrative experience as Office Administrator to oversee the day-to-day operations of the synagogue. The Office Administrator is the catalyst for smooth and reliable operations. The ideal candidate enjoys serving in a community non-profit workplace and must have strong communication skills (verbal and written) and problem-solving skills. The Office Administrator will assist with events, manage logistics for holidays, offer general office support, and interface with members, clergy, preschool director and teachers, and lay leadership. Duties include a wide variety of administrative, business and coordination activities. In addition, as a consistent presence in the building, the Office Administrator’s duties will also include reception, receiving supplies, working with vendors, and handling issues with the building and other on-site activities.

Job Responsibilities

Synagogue Administration

• Assist with planning and logistics for all synagogue events and Jewish holidays. This includes coordinating security, food, and materials
• Maintain the synagogue’s internal and external calendars
• Provide administrative support to clergy, board of directors, and volunteers as needed
• Assist in the coordination of meetings and in the preparation of meeting materials
• Respond to member and general inquiries (via phone, mail, and email) in a timely manner
• Maintain files of important documents (including licenses, insurance, congregational notices, Board minutes, tax records, etc.)
• Manage the Listserv
• Maintain and regularly update the Congregation’s website
• Prepare and disseminate a weekly online bulletin and other announcements
• Monitor and order office supplies

Preschool administration

• Manage and process student and teacher contracts
• Assist the school director and parents with student applications
• Manage student paperwork and immunizations records
• Assist in the coordination of events and in the preparation of event materials
• Maintain files of important documents (including licenses, insurance, school notices, tax records, etc.)

Membership Management

• Maintain the membership database and the synagogue mailing list
• Ensure that donors receive timely acknowledgements of gifts
• Assist clergy and the board of directors in preparing relevant reports

Finance Administration (Synagogue and Preschool)

• Maintain financial records
• Manage the following activities: Bookkeeping, Payroll, Accounts payable, Expense reimbursements, Bank Deposits, Health insurance administration, Membership statements/billing, Preschool statements/billing
• Facilities Management (Synagogue and Preschool), oversee repairs and work as needed
• Manage vendor interactions: janitorial, maintenance, catering, IT, childcare, etc.

Qualifications

• Strong technology skills, knowledge of Microsoft Office, website management, familiarity with commercial software packages (QuickBooks, mailing software, etc.)
• Strong time management and organizational skills
• Strong communication and interpersonal skills, including the ability to listen, interact and communicate with diverse personalities
• Highly motivated self-starter with ability to prioritize, manage multiple assignments, and meet deadlines
• Works well both independently and in a team setting

Experience

• Administrative experience: 5 years (Required)
• Microsoft Office: 5 years (Required)
• Quickbooks: 5 years (Preferred)

Schedule

• The position is full-time, exempt. Hours will vary based on Jewish holidays, member life-cycle events and other synagogue needs. The schedule will be flexible based on the exercise of professional judgment with the expectation that regular office hours will be maintained at least 3 days per week. Working hours will be mostly 9-5.