B'nai Mitzvah Coordinator

1. Family Experience & Communication

30%

• Serve as the main liaison for B'nai Mitzvah families and provide outstanding customer service throughout the entire journey.
• Provide proactive, timely, and clear communication through emails, reminders, and updates.
• Anticipate questions and reduce stress through thoughtful planning.
• Ensure families feel supported, informed, and celebrated.
• Maintain a calm, solutions-oriented presence during high-emotion moments.
• Partner collaboratively with clergy and tutors to ensure alignment and clarity.
• Uphold synagogue policies with professionalism and warmth.
• Prepare and distribute monthly B'nai Mitzvah communications to families.

2. Program Management & Coordination

30%

• Manage B'nai Mitzvah date selection and maintain the master calendar.
• Conduct initial and logistics meetings with families.
• Guide families through honors, materials, timelines, and service preparation.
• Coordinate all meetings staff and clergy have with families.
• Coordinate Hebrew assessments in partnership with clergy and educators.
• Pair students with mentors.
• Distribute Torah and Haftarah assignments.
• Update the B'nai Mitzvah handbook annually.
• Prepare materials for students and tutors.
• Manage and communicate with B'nai Mitzvah tutors.

3. Ceremony Preparation & B'nai Mitzvah Presence

30%

• Coordinate Torah rehearsals in partnership with clergy.
• Prepare and print service materials.
• Create service slides and service outlines per clergy preferences and instructions.
• Coordinate and finalize honors sheets with families.
• Prepare B'nai Mitzvah certificates and assemble student binders and gift materials.
• Coordinate guest lists with campus security and confirm required documentation (insurance, etc.).
• Review run of show timing with clergy and staff.
• Be present from 8:30 a.m. through the conclusion of the on-site Kiddush on B'nai Mitzvah Shabbatot (approximately 25 to 30 Saturdays per year).
• Greet and warmly welcome families and honorees upon arrival; serve as the primary on-site staff contact and manage vendors as needed.
• Serve as liaison with caterers, photographers, and event vendors through the end of the event; ensure synagogue photography policies are followed.
• Troubleshoot issues calmly and support transitions during the service as needed.

4. Administrative Responsibilities

10%

• Maintain organized records of each student's progress.
• Track key milestones and ensure timelines are met.
• Coordinate documentation and vendor communication.
• Perform additional administrative duties as assigned.
• Other duties as assigned.