Reports to Senior Rabbi and Executive Director
The Clergy Assistant's primary duty is to provide administrative support to the Rabbi, and administrative support on an as-needed basis to the Cantor and Executive Director.
The position requires multi-tasking, good communication, people skills, and the ability to prioritize and take initiative with limited direction. Strong computer and organizational skills are a must inlcuding Microsoft Office suite, Constant Contact, Canva and ShulCloud data management software. Knowedge of Judaism, the Hebrew calendar and exposure to the Hebrew language are important.
Requirements
Effecitve support/communication by phone, via e-mail, and in person.
Adept in organizing and priortizing tasks from multiple staff members.
Excellent writing/proofreading skills.
Highly proficient in Microsoft Word, Exel, Outlook, and Power Point.
Ability to quickly learn additional software programs.
Handle temple maters with care and confidentiality at all times.
Responsibilities
Support Clergy Corresponsence and Communciation
Primary responsibility for reception, on telephone, and in-person visitors. Take messages and convey informatin to the appropriate party in a timely manner.
Screen and prioritize calls for senior leadership.
Prepare Rabbi's letters to congregants: thank you, birthday, anniversary, condolence, etc.
Write/edit letters, lifecycle acknowledgements, inner-office memos, and anything else as needed.
Send out Yizkor reminders on the three festivals plus Yom Kippur.
Send out staff meeting notices.
Maintain lifecycle information.
Maintain Clergy Calendars
Schedule clergy appointments as needed with accompanying notes.
Maintain Rabbi and Cantor's individual calendars.
Keeper of the Primary Temple calendar.
Cross reference all calendars to ensure there are no discrepencies or double bookings.
Serve as Liaison for Lifecycle Events
CRM: Update Chaver-ware and Shulcloud records to reflect member status (births, weddings, deaths, divorces, reloation, etc.)
Maintain and disseminiate appropriate paperwork, forms, certifications, for each family/lifecycle.
Coordinate with Kehillat Chesed lifecycle notifications and other needs: meals, friendly visits, shiva minyan, etc.
Maintain Mi Shebeirach list.
Design, prepare, edit and copy special service handouts.
Provide Ritual Support
Coordinate in advance supplies needed for each holiday.
Prepare Rabbi's Shabbbat folder with yahrzeit and shloshim list, weekly announcements, etc.
Create a Book of Rememberance for High Holy Days.
Coordinate with board leeaership to ensure board members are assigned as greeters for every B'nai Mitzvah.
General Congregation Communications
Design and sending weekly Eblast to congregation.
Send funeral/shiva notifications based on clergy input.
Prepare and send quarterly newsletter.
Design event-specific graphics.
Work wth VP of Engagement and Commuications chair to develop and maintain Temple Beth Tikvah's brand in all communications.
Additional Duties
Track donation to prayer book fund and print lables for the books.
Maintain brochure and store display.
Run errands upon request.
Staff evening and weekend program as needed from time to time.
Other duties as assigned.