Education Administrative Assistant

Job Title:             Administrative Assistant - Religious School

Reports to:         Director of Youth Learning and Engagement

Hours:                  Non-Exempt Position

Our organization 

Congregation Rodeph Shalom (RS) is a vibrant Reform community in center city Philadelphia. It has grown to become the largest Jewish congregation in the region.  As a fast-paced, mission-driven workplace, we welcome employees who strive for excellence.

Our vision

Immersed in Jewish time, guided by enduring values, compelled to moral action; we create profound connections. Through this lens, this individual will ensure that all work activities are in alignment, thus helping RS to realize its full potential as a sacred community.

Responsibilities:

• Assist the Director of Youth Learning and Engagement (Director)
  • Overall: Work with Director to plan and execute synagogue youth education and engagement consistent with synagogue vision and Director’s vision;
  • Calendar planning: maintain all dates in congregational calendar, create and maintain calendar for religious school
  • Weekly setup and operational needs: Address schedule and layout for ongoing needs as well as for special events, e.g. Purim Carnival, mishloach manot, High Holy Days, first and last day celebrations, Confirmation, etc.;
  • Teacher communications: Coordinate teacher compliance with parent previews, weekly lesson planning, security protocols, and professional learning;
  • Parent communications: coordinate weekly parent previews, registration communications, parent interactions during school hours and throughout the week;
  • Perform administrative tasks include document editing, phone coverage, and filing;
  • Work with Director on student and family recruitment and retention.
  • Coordinate with Director, Coordinator of Youth Engagement, and other staff on youth engagement projects, youth group activities, and youth-related initiatives.
  • Engage with children ages 4 through 18, including occasional supervision responsibilities.

• Weekly planning including schedules and staff meetings
  • Ensure appropriate staff and room coverage.
  • Work closely with Facilities to ensure correct execution for required room setup and materials.
  • Create agenda for and participate in weekly education department meetings, including preparing the weekly agenda, taking minutes, and follow-up tasks as necessary.
  • Participate in weekly congregational operations meeting.

• School registration and reporting
  • Coordinate the student registration process.
  • Handle parent communications and troubleshooting regarding registration.
  • Ensure all registration information is correct and up to date in Salesforce.
  • Create reports in Salesforce on a regular basis, including class lists.

• General school administration
  • Collect and track Tzedakah, working with accounting for its allocation.
  • Track attendance.
  • Provide support as necessary during school hours.

• Budget process
  • Provide administrative support to assist Director for budget management.
  • Process staff reimbursement.
  • Within agreed to spending limits, and consistent with Director input, execute educational materials and supply purchasing.
  • Organize all purchase receipts and communicate with Accounting on receipt tracking and expense allocation.

• Payroll
  • Administer contracts and coordinate all paperwork and clearances with direction from Director
  • Track teacher and attendance.
  • Create weekly payroll input and provide to Accounting Manager monthly.

Skills/Experience/Education

• Demonstration of initiative and creativity is highly encouraged and will be a great asset applied towards problem-solving. While there will be a lot of guidance and structure, the ability to work independently helps to ensure success and comfort.
• College degree strongly preferred
• Detail oriented, highly organized with excellent time management skills
• Excellent verbal and written communication skills
• Proficient in MS Office programs
• Ability to work collaboratively
• Enjoy working with children

Salary & Benefits

• Hourly position: $26.67 /hour; 37.5 hours per week; compensation commensurate with experience
• Benefits include medical insurance, paid vacation, and 403 B retirement plan; and congregational membership.
• Schedule during academic year: Sunday 8 am – 1:30 pm; Wednesday 10 am – 6:30 pm; Monday, Tuesday & Friday 8:30 am – 5 pm each day; Thursday off; occasional special event attendance
• Schedule during summer when religious school is not in session: Monday through Friday 8:30 am – 5 pm