Youth Education Administrative Assistant

Congregation Beth Am, a large innovative Reform synagogue in Los Altos Hills, California, is seeking a Youth Education Administrative Assistant (the “Assistant”) This is a full-time position, whose primary responsibility is to provide administrative support for the Beth Am Youth Education programs and the B’nei Mitzvah program in a warm, friendly and professional manner. The successful candidate will become familiar with, and knowledgeable about, all Beth Am programs and interact with kindness and respect with congregants and participants. The Assistant reports to the Director of Learning and Educational Innovation (Sarah Lauing) and is an integral part of the Operations team.

Overview of Responsibilities

Communications

• Respond to parent inquiries (telephone, in-person, mail, and online), setting a welcoming tone. Answer questions or redirect as needed, ensuring questions are addressed in a timely and sensitive way
• Be a proactive resource to b’nei mitzvah families (40 per year) throughout the process, answering questions and guiding them through decisions
• Manage email communications for Youth Education and B’nei Mitzvah, including weekly e-newsletters
• Support development of registration materials and other mailings
• Be an onsite resource to educators, teachers, parents and students during youth education programs

Administration

• Manage email communications and ordering for Youth Education and B’nei Mitzvah programs, (including food and supply orders, book orders, etc.)
• Assist with event set up, coordination, and tear down for youth education programs and occasional special events (set up requests to facilities, layouts, food and decor set up, etc.)
• Maintain organization and supply levels in the education office
• Assist teachers and educators with pulling and creating program materials for weekly lesson plans
• Prepare certificates and other gifts for use in b’nei mitzvah services
• Schedule and maintain calendars for b’nei mitzvah student and family meetings with tutors, Rabbis, and Cantor
• Maintain and manage primary b’nei mitzvah dates list and scheduling
• Maintain accurate information in the membership database, particularly the school module; provide rosters and other reports as needed; manage weekly class attendance
• Manage and submit Youth Education staff payroll

Required/Preferred Experience

• Three or more years of experience performing a full range of administrative functions; experience in non-profit or membership organization, and Bachelor’s degree, preferred
• Outstanding interpersonal skills: ability to interact effectively with congregants, clergy, staff, and vendors with tact, patience, and a willingness to be of service; ability to work well within a team setting
• Strong communication skills: proficiency in written composition, grammar, and editing; ability to communicate with a variety of audiences and hold confidential information
• Expert computer skills: proficiency with Microsoft Office suite and Google docs; ability to learn and use database systems, create spreadsheets and use mail merge
• Excellent organizational skills: ability to multitask, prioritize and work efficiently, think creatively and solve problems; demonstrate initiative and good judgment while working in a lively office environment
• Familiarity with Jewish rituals and traditions is a plus, along with an understanding of and commitment to the mission of Congregation Beth Am
• Experience within an educational environment is a plus
• Willingness to work some nights and weekends, including Sunday mornings when Youth Education programs are in session (Sunday work replaces a weekday of work on 25 weeks)

Compensation

• Salary range of $50,000-$60,000 or commensurate with experience
• Generous employee benefits package includes 100% medical, dental and vision, and 50% for dependents.
• Tuition discount for Beth Am programs (50%). 

To apply, please submit resume and cover letter to [email protected] by August 15.