Synagogue/ Religious School Administrative Assistant
Job Summary/Objective:
The Synagogue/ Religious School Administrative Assistant will work closely with the Synagogue Administrator and Education Director, requires good oral and written communication skills and the ability to maintain privacy and confidentiality. In this position, the person will gain wide-ranging experience in multiple aspects of organizational administration and is required to participate in monthly meetings with the rest of administration staff. All positions at Midway Jewish Center require individuals to be strong multi-taskers and independent problem-solvers, have excellent communication and project-management skills, work well under supervision and be extremely organized.
This person will coordinate office functions such as purchasing supplies, interfacing with the faculty in-person, on the phone, and via email with the congregant population on a daily basis. The person in this position will follow Midway Jewish Center’s operating policies and will exercise independent judgment in the resolution of administrative challenges.
Additionally, this person will support the daily operations of running the Synagogue, programming, upholding the vision, mission, objectives and overall educational philosophy of Midway Jewish Center. The Synagogue Administrative Assistant interfaces with all other departments at Midway Jewish Center.
Reports to: Synagogue Administrator/Religious School Director
Department: Administration
Hours: Full-time, FLSA classification (exempt and not eligible for OT)
September through May
Sunday 8:00 AM - 12:00 PM
Monday 9:00 AM - 5:30 PM
Tuesday 10:00 AM - 7:00 PM
Wednesday 10:00 AM - 7:30 PM
Thursday 9:00 AM – 5:30 PM
June through August
Monday -Thursday 9:00 AM - 5:30 PM
Friday 9:00 AM - 2:00 PM
Responsibilities will include but will not be limited to:
Essential Functions:
- Answer phones, route calls & Welcome Visitors.
- Check, respond and or forward all messages left on the main line.
- Receive and distribute all mail.
- Responsible for all USPS mail.
- Refill postage funds on machine and print monthly amount of postage used by department for accounting.
- Assist with large mailings as needed.
- Complete inventory of paper / office supplies.
- Update/maintain Staff Directory.
- Maintain Midway’s website.
- Update the synagogue calendar with room set ups for facilities staff.
- Serve as the key person handling Yahrzeit Lists including responding to inquiries, entering, and correcting information in database, preparing and mailing Yahrzeit Reminder Letters, pulling Yahrzeit list for weekly Shabbat program.
- Prepare the weekly Shabbat flyer and The News You Can Use.
- Assist in Synagogue Administrator’s absence.
- Assist with all High Holy Day preparations
- Handle all incoming reciprocity request during the High Holy Days
- Provide breakdown of amount of tickets and guest passes sold
- Enter & invoice all Religious School registrations.
- Maintaining Religious School parent & student database files (i.e., adding Class Placement, all special notes, Shabbat & Youth Activity attendance).
- Ordering books & educational materials and general office supplies for Religious School.
- Creating student attendance sheets for each grade for each Educator at the beginning of every school year. (Student names are entered after class placement is completed).
- Master & Education Calendar maintenance in Outlook including room requests and set ups.
- Set up Religious School Calendar for the website.
- Keep RSVP lists for many of the Religious School events where responses are needed.
- Work with teachers and security with daily class schedules, early dismissals.
- Work with Religious School Director & teachers on major Religious School events.
- Create forms for registration and select Religious School and Synagogue events.
This describes the current position and is not an employment contract.
We reserve the right to modify job duties and responsibilities at any time.