Senior Clergy Administrator and Program Manager

ABOUT THE POSITION

As Senior Clergy Administrator and Program Manager you will be the primary point of contact and support for member families as they navigate through the various lifecycle events (b’nai mitzvah, weddings, brit milahs/baby namings, funerals, memorials, and conversions) facilitated by our clergy. You will work with staff, congregants, and the wider community in friendly and supportive interactions to meet their needs, provide complete and accurate information, address requests, and assist in problem-solving. Think of yourself as the congregation’s concierge, providing the highest level of customer service to both temple members and colleagues in marking the meaningful moments in their lives. 

RESPONSIBILITIES

• Senior Rabbi and Senior Cantor Calendar Management
• Logistics for special projects, meetings, courses, conferences, and events, which may include travel arrangements, online registrations, email communications, room set-up, ordering food and supplies, as well as securing books, music, and other materials as needed.
• Weekly, proactively look for conflicts and troubleshoot them.
• Ensure each meeting calendared by someone other than the Senior Rabbi or Cantor is a priority for their time.
• If not a standing meeting, ensure agenda and/or materials are prepared – reach out to meeting-maker if that information hasn’t been included on the invitation.
• Review and management of Senior Rabbi’s emails.
• Works closely with the Senior Cantor, Director of B’nai Mitzvah Studies, the clergy team, and relevant colleagues in coordinating the lifecycle events of Temple members.
• B’nai Mitzvah (BBM) coordination includes: 
• Assist with executing the BM program from start to finish to ensure ease for members.
• Schedule B’nai Mitzvah services for 50+ families per year.
• Coordinate and disseminate all family and internal communications regarding BMs, follow up with all families who have children the appropriate age for Bnei Mitzvah date assignment, and track which children are unlikely to do their ceremony with Wise.
• Organize all necessary BBM logistics, including MitzvahTools, certificates, and day-of service needs.
• Work with other departments (membership, accounting, Wise School, and Wise Events) to ensure families are in good financial standing well before the event date.
• Utilize Monday.com to track appointments, schedules, and rehearsals for each student/family with clergy.
• In partnership with the Director of BBM Studies, tracking mentor assignments and timelines and flagging issues. 
• Provide excellent customer service as a doorway to maintaining members in the congregation after their BBMs.
• Attend and participate in the planning of b’nai mitzvah family education/preparation sessions.
• Lifecycle coordination including:
• Schedule and organize details via Monday.com and in coordination with clergy, for weddings, funerals, memorials, brit milahs/baby namings, conversions, etc. 
• Calendar meetings between congregants and clergy.
• Collect information and complete forms and certificates for marriage licenses, bereavement notices, baby naming certificates, etc.
• Update member database with lifecycle event information.
• Provide excellent customer service as a means of recruiting and maintaining new members to the congregation after their lifecycle event.
• Program support includes:
• Weekly Shabbat and regular festival service support.
• Coordinating with other departments where necessary to make each program and event successful. 
• General administrative duties, correspondence, and other office tasks as needed.
• Participate in the rotation of staff onsite or online during events and programs.
• Other duties as assigned.

QUALIFICATIONS

• BA/BS degree preferred.
• At least two years’ administrative experience assisting multiple individuals preferred. 
• Proficient in Microsoft Office suite (Word, Excel, Outlook), Google suite and significant experience with CRM (e.g., ShulCloud) and WOS (e.g., Monday.com) systems.
• Excellent attention to detail/accuracy with strong organizational skills.
• Friendly customer service attitude including professional written and verbal communication.
• Ability to work as part of a team in a fast-paced environment while juggling multiple personal priorities and deadlines. 
• Diplomatic, tactful, and possessing the ability to maintain grace under pressure while maintaining a high level of discretion with confidential information.
• A non-disclosure agreement will be required.
• Available on scheduled nights and weekends.
• Knowledge of Judaism is beneficial but not required.