Sinai Temple seeks a self-motivated, organized, friendly individual capable of multi-tasking, to serve as B'nai Mitzvah Coordinator & Cantor's Office Administrative Assistant. This individual serves as the synagogue's primary contact for many of our members and the general public. As such, the individual needs to be friendly, supportive, understanding, and dedicated to utmost customer service.
The B'nai Mitzvah Coordinator & Cantor's Office Administrative Assistant coordinates various facets of the B'nai Mitzvah process, which trains around 100 students per year. Duties include but are not limited to: preparing materials, scheduling dates and appointments, insuring requirements are met, creating and maintaining a tracking system, digital databases, spreadsheets, and website management. The coordinator serves as the liaison and representative to parents, students, and general public. The individual works directly with the Cantor and mentors, scheduling and supporting multiple functions of the B'nai Mitzvah program.
Additionally, the individual supports the Cantor in his administrative needs such as clerical, scheduling, organization, event planning, and financials. The individual also supports many programs and projects throughout the year as directed by the Cantor.
Duties also include supporting Cantor and Music Director in many aspects of the Shabbat, High Holy Days, and Festival Services such as scheduling rehearsals, arranging Torah readers and choir members, and ordering materials. The individual also works as part of the larger synagogue staff to assist needs of the synagogue.
• Exemplary customer service and interpersonal skills – warm and engaging personality.
• Exercise excellent organization skills.
• Have a cooperative, welcoming and team-orientated attitude.
• Ability to learn and understand the Hebrew Calendar to determine weekly Torah Portions
• Ability to establish priorities and adjust organizational activities as appropriate.
• Ability to adjust personal style and communications to match situation demands.
• Effectively multitask.
• Posses sound judgment and decision-making skills.
• Be a calm, organized presence during the stressful and emotional time of a family preparing for a B’nai Mitzvah.
• Demonstrated strong written and oral communication skills.
• Demonstrated ability to work both independently and as a team.
• Ability and willingness to work cooperatively with diverse constituencies.
• Impeccable attention to detail while still maintaining efficiency and accuracy.
• Ability to take initiative on projects and be entrepreneurial in achieving goals.
• General knowledge of Judaism and its practices in order to be sensitive to the needs of our synagogue members.
• Typing skills with at least 50 WPM.
• Knowledge of general office machines and telephone systems.
• Musical knowledge not necessary but ability to decipher sheet music titles, composers, and key signatures will be needed (and can be taught).
• Proficient with Microsoft Office software (Word, Access, Excel, Power Point)
• Proficient with database management system: Blackbaud software, including but not limited to, data entry and maintenance, running queries and mail merges, and using the Events Module
• Miscrosoft Office 365 / Google Drive / Dropbox / other cloud software
Supports the Senior Cantor, Music Director, and mentors in all administrative functions including calendaring, correspondence, accounting functions, event scheduling, logistics, record keeping, preparing collateral materials, ensuring requirements are met and day to day operations. Coordinates various facets of the B’nai Mitzvah process. Schedules B’nai Mitzvah dates, lessons, appointments, aliyot, and honors. Works directly with the Senior Cantor and mentors. Supports multiple functions of B’nai Mitzvah program and performs a wide variety of duties including administrative duties with congregants, and staff. Supports the larger synagogue staff with High Holy Day duties.
Manage Calendar for Senior Cantor, Music Director, and Mentors:
-Manage calendars for Senior Cantor, Music Director, and B’nai Mitzvah Mentors
-Input information for events including location, contact numbers and all pertinent details
-Confirm meetings and appointments
-Email security daily a list of appointments
-Schedule B’nai Mitzvah series of meetings
-Schedule Dress Rehearsals
-Schedule Wedding Meetings as requested by Senior Cantor
-Schedule & Book Concerts as requested by Senior Cantor
Date Assignments (3 years prior)
-Request spreadsheet with requirements from IT
-Organize spread sheet by Hebrew date of birth and make sure all information is accurate
-Organize B’nai Mitzvah Meeting to choose Bat/Bat Mitzvah dates
-Create Mail Merge and Send out letters to all families with Bar/Bat Mitzvah dates
-Input and maintain spreadsheet to make sure spread sheet it up to date
Coordination and Finance:
-Coordinate all B’nai Mitzvah date assignments, cancellations, and changes in consultation with Senior Cantor
-Make sure B’nai Mitzvah Families have made deposits to hold date, are on a payment plan and/or fully paid on time.
-Coordinate payment for recording of B’nai Mitzvah service
-Schedule lessons 7-8 months out with Mentor
-Create Bar/Bat Mitzvah Binder with Senior Cantor
-Contact families to meet with Cantor for D’var Torah
-Collect biography and head shot
-Schedule & send dress rehearsals with Senior Cantor
-Send Aliyot Form to families
-Schedule family photo sessions
-Frame Bar/Bat Mitzvah Certificates
Main Sanctuary / Family Minyan / Torah in the Round:
-Collect Guest List’s for all venues
-Collect Head Shots and Biographers from each student
-Prepare materials for B’nai Mitzvah meetings with the Cantor’s and Mentor’s such as parshiyot, readings, etc.
-Put names on Bima for the Rabbi to read off during services
Administrative Office Duties:
-Answer all phone calls for Senior Cantor, Music Director, and Mentors
-Prepare check requests and reimbursements
-Create folders for events including B’nai Mitzvahs, weddings, baby naming and funerals
-Maintain B’nai Mitzvah website: cybermitzvah.sinaitemple.org in coordination with Senior Cantor and Communications department
-Set up and maintain Cantor files
-Keep master spreadsheet of all B’nai Mitzvah dates, financials, and student information
-Keep track of RSVP lists for events
-Copy lessons, collate hand-outs, and prepare booklets
-Handle other miscellaneous letters
-Prepare correspondence including congratulatory and condolence letters from clergy, general letters, recommendation letters, thank you -letter, acknowledgement cards and letters to B’nai Mitzvah Families
Anticipate Needs of Department:
-Obtain directions, pertinent information for meetings
-Figure out logistics and create processes to insure smooth running of programs
-Reserve venue for the Cantor’s teachings, meetings, and/or events in EMS
-Write Thank You letters and when needed create mail merge for mass mailings
-Order office supplies
-Order food for events
-Change calendar to reflect out of town
-Confirm hotel reservations for Senior Cantor
-Handle logistics for payments, reimbursed expenses, and follow-up to make sure all details are covered
-Prepare check requests and reimbursements
-Make sure checks went out to vendors
-Make sure all families in B’nai Mitzvah program are paid in full
-Schedule all life cycle meetings with Senior Cantor
-Handle all correspondence between families and Senior Cantor
Donations / Funds:
-Enter donations and payments as directed by Finance Department
-Reconcile B’nai Mitzvah, Music, and Discretionary Funds on quarterly basis with the Finance Department in coordination with Senior Cantor
-Prepare check requests as requested
-Reconcile Monthly Sinai Credit Card Statement for Senior Cantor with GL Codes on all charges and submit to Finance along with a spreadsheet -detailing all charges
-Maintain accounting spreadsheet in Quicken for B’nai Mitzvah Funds, Discretionary Funds, Music Funds, and Ritual funds.
High Holy Days:
-Recruit Torah Readers and Ushers for Services as part of larger clergy and staff team
-Call congregants to accept Honors in the various services
-Email letters with assigned Torah readings and usher time slots
-Order robes for clergy and choir members
-Handle miscellaneous logistics for services including signage, hand-outs, audio needs
-Compile binders for Cantor’s & Organist with order of services, readings, and list of honors
-Create “Thank You” letters and mail merge to all lay participants of services
-Schedule Torah Readers for rehearsals and Ushers for services.
-Handle logistics to ensure smooth running of High Holiday Services