Congregational Administrator

Job Description

Job Description

The Administrator assists Temple Beth Miriam’s Executive Committee, President, and other committees, as assigned. The Administrator is to coordinate and collaborate with the Rabbi and Religious School Principal on administrative areas. The Rabbi serves as the Administrator’s day-to-day supervisor.

Principal Responsibilities

The Administrator is responsible for performing the following administrative functions, either directly or through staff and volunteers:

1. Membership: welcome new inquiries for membership and refer them appropriately, interface with members in a positive way, provide general support for the Board and committees, maintain membership database via Shulcloud (including updating member information and committee information).
2. Office management: handle correspondence (incoming and outgoing), prepare printouts and mailings, stock office supplies and inventory.
3. Administration: handle phone calls and make appointments, work with Rabbi on b’nai mitzvah communications and materials, compose and edit emails about congregant life events, compile and edit Yahrtzeit (anniversary list of passings) and Misheberach (list of congregants that are ill) lists for Friday night services and schedule ushers, take notes during board meetings (usually held the 4th Monday evening of each month.)
4. Religious school support: work with principal on registration forms, class lists, mailings, photocopy class materials, and take calls and messages.
5. Facilities and equipment: secure estimates of necessary work to the structure, interface with contractors during work, manage security staff including hiring, scheduling, and running their payroll (Note: There is a house committee that will support you to identify technical issues and vendor selection.)
6. Scheduling: Manage schedule of temple programs and keep public calendar up to date. Manage internal daily/weekly/monthly calendar for staff members, including maintenance and cleaning.
7. Rentals: bill customers and advertisers in a timely fashion including balance followups
8. Special Events and Tasks: In addition to everything listed above, the synagogue has many special events and one-off items that happen throughout the year. The administrator will be the main point of contact for coordinating this work and will be expected to work on these one-off items as directed by the Rabbi and the Board.

Desired Skills

The administrator will need the following skills to be successful in this role:

• Detail-orientation: track multiple to-dos throughout the week as well as overall calendars and needs of the synagogue.
• Timeliness: perform needed tasks on time to help other staff members know about schedules and important events.
• Customer Service: answer new and existing member questions with compassion and accurate information. Work with different personalities and communication styles and work toward understanding and collaboration.
• Problem-solving: react to unforeseen circumstances or new needs at the synagogue by seeking information, preparing potential solutions, and escalating items to the appropriate staff.
• Discretion: care for members at various life stages and understand how members interact with a faith community, sharing personal information, etc. Maintain member privacy and maintain privacy of board information as needed.
• Multi-tasking. Dealing with multiple committee heads and personalities, each determining that their task is the highest priority. Thick skinned knowing that you are prioritizing based on direction from either the rabbi or president(s).

Working Hours

The administrator will work full time and is expected to work 35 hours per week. The work schedule will follow the needs of the Temple Beth Miriam, but weekend hours are expected. The administrator will have a minimum of two full days off per week.

After an initial training period, there is the opportunity to complete some tasks remotely. However, as a keyholder for the synagogue, the administrator is required to be onsite to manage vendors and other service providers.

Compensation and Benefits

The administrator will be paid biweekly (monthly preferred).

This role is eligible for the following time away from work:

• 10 working days paid time off per year, renewed yearly upon hiring date
• 5 days of sick time per year, renewing yearly upon hiring date