Clergy Executive Assistant & Lifecycle Coordinator

Congregation Beth El | Voorhees, NJ, United States

Posted Date 9/12/2022
Description

The Clergy Executive Assistant & Lifecycle Coordinator at Congregation Beth El  will provide administrative support to our clergy and provide support to our families for lifecycle and ritual events. This is a full time position. This person is the “gatekeeper” for our clergy and will be responsible for greeting visitors, managing appointments and answering/screening calls. This person assists them in cultivating meaningful relationships with synagogue members and meeting the needs of a diverse community.  This position acts as ambassador for clergy, and must be a welcoming, supportive, and knowledgeable presence for congregants and visitors alike.  With a customer service mindset, this individual is on the front lines for our members, providing information and problem-solving support promptly and discreetly. 

Preferred 3-5 years of administrative experience; Demonstrated experience in successfully working with individuals and collaboratively in groups; Excellent interpersonal and written communication skills; Applicants must be familiar with the Hebrew alphabet and be able to read Hebrew. Knowledge and understanding of Judaism and Jewish culture, customs, holidays, and familiarity with the needs of a Jewish congregation required.

Applicants should be able to manage multiple priorities and work well under the pressure of completing various tasks.  The schedule is primarily Monday through Friday and applicants should have the flexibility to work some evenings as required to support the needs of our Hazzan and B'nai Mitzvah meetings.

CLERGY RESPONSIBILITIES

Direct assistant to Senior Rabbi, Hazzan and our Active Rabbi Emeritus

  • Ensure smooth flow of communication to and from clergy, staff, congregants, prospective members, South Jersey Jewish Community
  • Daily correspondences via phone calls, emails, in person, answering inquires and prioritizing calls for clergy
  • Handle communication regarding weekly staff meetings and create agenda
  • Email weekly Shabbat message from Rabbi
  • Create and send all clergy correspondence
  • Assist with clergy social media presence, as needed
  • Resource for congregants, build relationships with congregants and community
  • Assist in providing updated contact information for Beth El’s database
  • Manage Relational Management System (RMS) and/or other database used for clergy to maintain contact with members for various needs
  • Manage calendars and schedules for Clergy related to meetings, programs and other commitments
  • Ritual coordination inclusive of responsibilities related to minyan times, Shabbat services (e.g. readers, Shabbat brochure, honors, scheduling), and holidays
  • High Holiday responsbilities (reporting to Executive Director and President):
    • Front of house coordination/presence on days of holidays
    • Coordination of readers, greeters, ushers and honors
    • Yizkor Book oversight, preparation and printing with outside vendor
    • Update service schedules and prepare notebooks/folders for volunteer leaders
  • Organize programs, events and activities on behalf of clergy
  • Complete set-ups and catering requests for all life cycle/ritual services

 

Lifecycle Coordinator Responsibilities

  • Maintain direct and ongoing communication with synagogue families
  • Liaison with Clergy
  • Update Beth El internal Calendar with all times for services, rehearsals, photos, etc. in coordination with overall use of synagogue spaces
  • Create contracts to be billed by accounting department for B’nai Mitzvah Kiddush
  • Meet with B’nai Mitzvah families to discuss Kiddush and communicate menu selection with in-house caterer.
  • Coordinate building usage for all rehearsals and photos, and be present as active staff member during this scheduled time
  • Maintain electronic and paper files
  • Maintain updated database (ShulCloud, etc.) with date and information for life cycle events including birthdates, b’nai mitzvah dates, wedding anniversaries, etc.
  • Organize, maintain and distribute gifts and certificates
  • Update Exhibio Board/hallway displays with service information and/or Mazal Tov information for life cycle events
  • Specific requirements for various Life Cycle events including B'nai Mitzvah, Weddings, Baby namings, Funerals and Conversions

 

Salary50000.00 - 55000.00 Annual
Duration
Full Time
Categories
Administrative Support | Bnai Mitzvah | Executive Assistant
Organization Type
Synagogue
Benefits
Retirement Plans | Dental | Leave Early for Shabbat | Medical Insurance | Paid Holidays | Paid Vacation | Sick Days | Vision
Job Location
US

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