The Educational Administrative Assistant is responsible for the administration of the youth educational programs (Gan Sinai, JPaL, HS programs and SNFTY) under the direction and supervision of the Director of Youth Education. The Educational Administrative Assistant also supports the Temple office and Executive Director
Primary Duties and Responsibilities
-Maintain a positive, courteous and professional demeanor greeting all parents and guests, ensuring that proper identification is shown at all times. Fluent in Spanish a plus!
-Establish a professional rapport with students, parents and staff that earns their respect.
-Work with families when entering the facilities and assist with any needs they may have.
-Ensure that student and family contact, emergency, health, and educational information is kept up to date in Gan Sinai systems.
-Facilitate VPK monthly attendance submission to the Office of Early Learning
-Keep current medical logs for students and the proper storage of medications
-Maintains adherence to all program policies and procedures, including agency safety requirements and DCF compliance
-Ensures strict confidentiality of privileged information.
-Manage enrollment process for Gan Sinai, Camp Sinai and vacation camps ensuring that all necessary information is obtained and all required forms are completed and scanned into our student information system.
-Manage tuition payments in ShulCloud
-Manage enrollment for enrichment program including vacation camps and Camp Sinai
-Facilitate the hot lunch program by labeling and distributing lunches each day
-Perform administrative duties such as filing, data entry, photocopying, laminating materials and assisting teachers with appropriate additional tasks.
-Answer all incoming calls to Gan Sinai.
-Maintain supply inventory and order all office supplies and equipment.
-Facilitate the ordering of school supplies.
-Open, sort and distribute incoming correspondence and handle all outgoing mail.
-Serve as administrative support to the Director of Youth Education.
-Performs all other tasks as requested by the Director of Youth Education.
-Update event brochures as needed
-Review events contracts
-Create timeline of events
-Serve as a liaison with the maintenance staff to ensure all set-up requirements are met.
-Complete and accurately process donations in ShulCloud.
-Mail or email donation acknowledgement cards to donors and recipients.
-Compile monthly donation reports for the Mosaic.
Provide Support to the Board of Trustees
-Maintain a professional line of communication with board members via verbal, written and electronic correspondences
-Request committee reports and meeting agenda, notify board members of monthly meetings, organize meeting packets and reports for distribution, maintain current board roster, create name tags, and organize new member binders
-Maintain the Board of Trustees binder of meeting packets and other pertinent information.