The Administrative Assistant for the Bridge Family Religion School at Temple plays a crucial role in ensuring the smooth operation of youth education programs. This position supports the administrative needs of the school, manages student registration, coordinates logistics, and serves as a key point of contact for parents and staff.
ESSENTIAL DUTIES
The following duties are not exhaustive but are meant to provide a good representation of the job. Other duties may be assigned, and responsibilities may change as needed to meet the needs of the organization and the community.
- Student Registration and Attendance:
- Oversee the registration process on the ShulCloud platform for new and returning students, update registration forms as needed, ensure timely communication with families, and troubleshoot registration issues that arise.
- Monitor class registrations and communicate with BFRS Director and Hebrew Director when classes reach full capacity.
- Coordinate with the Database Administrator to ensure records are accurately maintained while making adjustments on registrations.
- Coordinate with the Finance department on collection of outstanding tuition payments and posting scholarship awards or other adjustments.
- Manage Seattle Sunday office and accurately record Madrichim attendance.
- Purchasing and Inventory: Manage the procurement of supplies, maintain inventory levels, distribute supplies to teachers, ensure that classrooms and offices are well-stocked and organized, and monitor spending to safeguard Temple’s resources.
- Logistics Planning: Assist assistant directors and program leads with planning and coordinating logistics for various programs, including food ordering and setup, transportation arrangements, hotel reservations, and off-site space reservations.
- Teacher and Team Support:
- Coordinate with the Administration/Finance department to facilitate the onboarding process for new teachers in Temple’s employee management system, handle expense reimbursements, follow up with teachers on missing timesheets, and help troubleshoot issues with the payroll system.
- Attend all weekly and special Education Team meetings.
- Point of Contact: Serve as the primary contact for inquiries related to the religion school, providing information and assistance to parents, students, and staff.
- Administrative Support: Provide general administrative support, including scheduling meetings, preparing documents, and handling correspondence.
Temple will consider any combination of education and experience that provides a strong foundation for a person to be successful in the role.
- Education: High School Diploma or equivalent required; Associate's or Bachelor's degree preferred.
- Experience: Minimum of 2 years of administrative experience, preferably in an educational or religious setting.
- Availability: Must be available to work in person on Sunday morning at our Seattle Campus and Tuesday/Wednesday morning at our Bellevue Campus.
- Skills:
- Strong organizational and multitasking abilities.
- Excellent communication and interpersonal skills.
- Proficiency in Microsoft Office Suite (Word, Excel, Outlook).
- Ability to work independently and as part of a team.
- Familiarity with database management and registration systems is a plus.
Physical Requirements
- Sitting for extended periods: Most administrative tasks are performed at a desk.
- Manual dexterity: Ability to use a computer keyboard, mouse, and other office equipment.
- Visual acuity: Ability to read and interpret documents, emails, and computer screens.
- Hearing ability: Ability to communicate effectively via phone and in person.
- Occasional lifting: Ability to lift and carry items such as files, documents, or office supplies, typically up to 10-20 pounds.
- Mobility: Ability to move around the office to retrieve files, attend meetings, or assist colleagues. Moving throughout a building that is on many levels might be required.
Work Environment
- Office Setting: The role is primarily based in a professional office environment.
- Required Hours: Sunday morning at our Seattle campus and Tuesday/Wednesday at our Bellevue campus.
- Flexible Hours: The role requires flexibility, with work occasionally occurring during evenings, weekends, and holidays to accommodate services and special events outside of the required hours listed above.
- Community Engagement: Interaction with the congregation and community members is a key part of the job, fostering a welcoming and inclusive atmosphere.
- Event Settings: Occasionally, the role may involve working at off-site locations for community events or representing the synagogue at other venues.
- Administrative Tasks: A significant amount of time will be spent on administrative duties, such as planning, budgeting, and coordinating with other staff members.
- Collaborative Atmosphere: The position involves working closely with team members and other departments, fostering a collaborative and supportive work culture.
- Technology-Driven: The role requires regular use of computers, office software, and other technology tools.
- Quiet to Moderate Noise Level: The office environment typically has a quiet to moderate noise level, suitable for focused work.
- Climate-Controlled: The workspace is climate-controlled, ensuring a comfortable temperature year-round.
- Accessibility: The Bellevue office is accessible to individuals with disabilities, with necessary accommodations provided, while the Seattle office is in an older building that may be difficult to navigate for people with mobility challenges.
- Travel: The position requires travel within the city and travel between campuses.
EMPLOYMENT POLICIES
Equal Employment Opportunities
Temple De Hirsch Sinai provides equal employment opportunities to all applicants and employees and strictly prohibits any type of harassment or discrimination in regard to race, religion, age, color, sex, disability status, national origin, genetics, sexual orientation, protected veteran status, gender expression, gender identity, or any other characteristic protected under federal, state, and/or local laws.
ADA Accommodations
Consistent with the Americans with Disabilities Act (ADA), it is the policy of Temple De Hirsch Sinai to provide reasonable accommodation when requested by a qualified applicant or employee with a disability, unless such accommodation would cause an undue hardship. The policy regarding requests for reasonable accommodation applies to all aspects of employment, including the application process. If reasonable accommodation is needed, please contact the Executive Director.