Description of the Position:
The Program Manager/Executive Assistant is a multi-faceted administrative role supporting the top-level leadership of the Division of Religious Leadership (DRL), which includes JTS’ Rabbinical and Cantorial Schools. The Program Manager/Executive Assistant will be an integral member of the DRL professional team, in certain instances functioning as a “Chief of Staff” for the Dean and will be a warm, friendly and accessible professional presence for rabbinical and cantorial students at JTS.
We are seeking a Program Manager/Executive Assistant to join our collaborative, generous, and hardworking DRL team, who will approach the work of training clergy with a sense of purpose, a sense of humor, and striving for excellence. This position offers an opportunity to expand and build on project management and production skills, to think creatively, and to utilize organizational skills, all while helping create an environment that is joyful and efficient, working as part of a team of clergy who highly value respect and kindness.
Duties/Responsibilities:
SUPPORT THE WORK AND MISSION OF THE DIVISION OF RELIGIOUS LEADERSHIP:
• Provide administrative support to the Dean, Associate Dean of the Rabbinical School, and Director of the Cantorial School
• Organize meetings of DRL professional staff, advisory boards and committees • Process invoices, expense requests, contracts with external vendors, check requests
• Respond to questions and requests for information from students and the community, and welcome visitors.
• Primary interface with other JTS departments, including facilities, budgeting, accounting, development, and communications.
• Manage DRL calendars
• Coordinate DRL Leadership involvement in admissions and recruitment process
• Support Beit Midrash Programming for DRL students
• Edit and manage DRL communications, including weekly “Tachlis and Torah” enewsletter, grant proposals and reports
• Register guests with security
• Serve as the CEO of making the DRL office a warm yet professional space
EVENT PLANNING AND PRODUCTION
• All aspects of event planning and production for internal and public facing special programs and events, e.g., student orientation, mini-mesters, low residency Mekhinah intensives, conferences, Cantorial School concerts, speakers, Purim.
DATA AND BUDGET MANAGEMENT:
• Administer budgets of programs and grants, including tracking expenditures, spending projections, soliciting information from program heads.
• Gather data for and draft internal and external reports, including grants.
• Tracking and maintenance of student records, including advising, awards and fellowships, internships, placements, senior sermons and nusach presentations.
• Track the award of stipends and approved reimbursements for DRL programs
• Proactively use available technology to streamline operations and increase efficiency.
Minimum Requirements:
• Bachelors Degree required
• Minimum 3 years experience in an administrative assistant role
• Technologically savvy, including high proficiency with Microsoft Office, Google Suite , and Zoom, and eager to master additional programs used by JTS.
• Excellent written and verbal communication skills.
• Superb attention to detail; able to manage multiple complex tasks
• Highly organized with the ability to manage multiple priorities.
• Proven ability to thrive in a dynamic, high-energy environment
• Track record of demonstrating sound judgement by making appropriate decisions and knowing when to take initiative and when to elevate problems
• Capable of working independently as well as collaboratively
• Flexible work style with the ability to work under tight deadlines and with shifting priorities
• Ability to handle sensitive information with utmost discretion
• Sense of humor
• Warm, patient, generous and kind in interactions with students, colleagues, and lay leaders; mindful of appropriate correspondence tone with key stakeholders
• Some knowledge of Judaism preferred but not required
Probationary Period: 6 Months
Weekly Hours: 9am-6:30pm Monday through Thursday. Can substitute some Friday hours with agreement with DRL leadership team.
Salary: $65,000