B'nai Mitzvah Coordinator/Clergy Assistant

About Temple Emanu-El of Westfield
Temple Emanu-El is a thriving Reform congregation located in Westfield, New Jersey, with approximately 1,000 member families. We embrace innovation and creativity, inspiring our approach to Jewish life and practice and leading to a vibrant, inclusive Jewish community for all. When you enter our doors, you’ll find a congregation rooted in lifelong learning, where social justice and philanthropy are expressions of our Jewish values, and joyous Judaism infuses service, ritual, and program. We bring a fresh, energetic spirituality to Reform Judaism, honoring our traditions and adding a modern twist to the wisdom that has guided our community for generations. 

Role Overview
We are looking for an organized, welcoming, people person to oversee the execution of our entire B’nai Mitzvah program, which includes 60-90 annually ensuring an exceptional and seamless experience for parents, students, and clergy. This role will also provide administrative support to the some of our clergy and be a part of the administrative team. This position is full-time, in person and reports directly to the Executive Director and works collaboratively with clergy, depending on the task at hand, fostering a dynamic and supportive team environment. 

 
Primary Responsibilities 

B’nai Mitzvah Coordinator 
Works closely with the Cantor to manage and execute all aspects of the B’nai Mitzvah Program, using Project Management software and pulling data from a Customer Relationship Management (CRM) system.  

• Family Communication: Serve as the primary point of contact for B’nai Mitzvah families, providing timely and clear communication about schedules, requirements, and preparation.  

• Calendar Coordination: Oversee and maintain the comprehensive calendar of 60-90 B’nai Mitzvah per year, ensuring accurate scheduling of all clergy, and tutoring appointments for three years out. 

• Document Creation and Management: Prepare and update all B’nai Mitzvah documents, including honors sheets, programs, and student materials. 

• Event Scheduling: Facilitate the annual scheduling process for B’nai Mitzvah dates, including preparation, communication with families, and entering dates into the CRM system. Handle all room rentals in collaboration with the Director of Facilities and Operations. 
   

Clergy Assistant  
Provide support to the clergy team as needed and be a part of the administrative team. 

• Communication: Manage thank-you notes, emails, outreach and follow-ups. 

• Calendar and Event Coordination: Oversee life cycle and event scheduling, ensuring the clergy’s calendar is up-to-date and well-organized. 

• Ritual and Music Preparation: Prepare service materials, manage music licensing and organization, and support choir needs. 

• Clerical and Logistical: Create slideshows for services, order supplies, manage phone calls, handle reimbursements, and manage travel arrangements for clergy guest artists. 

• Administrative Team Support: Actively contribute to the administrative team by answering phones, greeting visitors, interacting with congregants, directing students to their lessons, and pitching in for colleagues during busy times. 

Experience and Qualifications 

• Professional Experience: 2–3 years of work experience preferred, with the ability to perform in a fast-paced environment. 

• Jewish Knowledge: Familiarity with Jewish traditions, holidays, and ritual is strongly preferred. 

• Technical Proficiency: Some experience with 2-3 of following software platforms: 
  Google Workspace (Gmail, Google Calendar, Google Drive) 
  Microsoft 365 (OneDrive, Teams, Word, Excel, PowerPoint) 
  Customer Relationship Management (CRM) systems 
  Project Management systems 

• Communication and Organizational Skills: Exceptional verbal and written communication skills. Ability to multitask, prioritize competing demands, and pay meticulous attention to detail while meeting deadlines, recognizing the importance these efforts hold for families during this meaningful milestone. 

• Collaborative Mindset: A team player with a positive attitude, a proactive and creative approach to challenges, and a good sense of humor that fosters a supportive and enjoyable work environment. 

• Interpersonal Qualities: Strong judgment, dependability, and the ability to cultivate meaningful relationships with colleagues and community members. Ability to be discreet and trustworthy when handling confidential information and sensitive issues. 

Salary and Benefits 
$55,000-$60,000 salary with health insurance, contribution to a retirement plan and paid time off.