The Clergy/Engagement Assistant’s primary duties are to provide administrative support to the clergy and help senior staff connect individuals with Kol Tikvah programs and people. This person is integral to providing a warm and welcoming atmosphere. The individual is expected to work with the administrative team to support the overall operations as needed. The position reports to and works closely with the Executive Director.
The Clergy/Engagement Assistant requires a detail-oriented individual who excels at multi-tasking and problem solving, is able to maintain a calm demeanor, and can anticipate the needs of those they support. The person must be able to prioritize and take initiative with limited direction. Strong organizational and computer skills are a must. The position requires extreme sensitivity to personal situations and adherence to confidentiality. Given the nature of synagogue work, a great deal of flexibility and ability to pivot based on changing circumstances is essential.
• Field calls on behalf of the clergy with a warm and friendly demeanor.
• Keep congregant contact information up-to-date in clergy contact lists.
• Compose thank you letters for contributions to clergy discretionary funds and notify those being honored or whose loved one is being memorialized by the contribution on a timely basis.
• Transcribe/compose Rabbi’s messages and correspondence, including special email messages, bulletin articles, sermons.
• Maintain clergy programmatic and correspondence files.
• Serve as back up to the receptionist as needed.
• Assist other administrative staff as needed.
• Coordinate and support clergy officiation of lifecycle events including baby namings, b’nai mitzvah, confirmation, weddings, funerals, unveilings.
• Send mazel tov letters on behalf of clergy to mark milestones (e.g., birth, anniversaries, birthdays).
• Prepare all materials needed by clergy for ritual services, including mi shebearah list, kaddish lists, honors, baby naming and b’nai mitzvah gifts, lifecycle certificates, special service handouts.
• Maintain list of recent passings and ensure appropriate names are entered into yahrzeit registry. Send letters to the family acknowledging the passing and to observers on appropriate milestones (e.g., sheloshim, yahrzeit, yizkor). Assist families in ordering memorial tablets. Prepare and send congregational notices of recent passings.
• Maintain list of all B’nai Mitzvah and Confirmation students.
• Work with Board Secretary to ensure Board members cover all services. Remind Officer who is presenting gifts at the service; ensure changes in schedule are accommodated.
• Schedule group b’nai mitzvah sessions and confirmation parent meetings per direction of clergy.
• Schedule parent/student appointments with clergy to discuss D’Var Torah/haftarah speeches.
• Work with families to ensure all service documents for all ceremonies are completed;.
• Facilitate communications for all meetings and related logistics.
• Order and prepare certificates, siddur, and gifts for each child.
• Maintain a list of those who are ill or otherwise could use support from the Caring Community. Track the status of those individuals and ensure clergy are kept informed and Caring Community services are maintained past initial contact as needed.
• Ensure appropriates names are on the mi shebearah list and verify with clergy when names should be removed.
• Maintain Rabbi’s calendar and schedule appointments as requested.
• Review calendar on regular basis to proactively identify needs, conflicts, ensure accurately reflects current activities.
• Make all arrangements for Rabbi’s classes, meetings, programs and trips, including but not limited to, ordering meals, making travel arrangements, scheduling attendees, copying materials, and ensuring all logistical needs are met.
• Assist with clergy involvement in community functions.
• Order books and supplies as requested by the clergy.
• Greet visitors to the office.
• Make follow-up calls to those who have inquired about affiliating with Kol Tikvah to answer questions and ascertain if additional information/support is needed. Serve as first point of contact for prospective inquiries in the absence of the Executive Director.
• Make follow-up calls to those who have affiliated with Kol Tikvah in the last year to answer questions, and identify opportunities to engage/connect the individual to people and programs.
• Send welcome letters to new affiliates on behalf of clergy/leadership.
• High degree of integrity, confidentiality, professionalism, and reliability.
• Demonstrated ability to exercise good judgement independently.
• Strong attention to detail and ability to execute.
• Team player who builds strong, collaborative relationships with staff, lay leaders and congregants.
• Excellent interpersonal, verbal and written communication skills.
• Able to research resources, troubleshoot and solve problems.
• High degree of enthusiasm, flexible attitude, open demeanor and geared to getting things done quickly and accurately.
• Fast learner, takes initiative, anticipates needs, and adapts to situations as they arise.
• Professional demeanor and positive collaborative attitude.
• Able to work well under pressure while maintaining calm demeanor.
• Strong e-mail and phone etiquette.
• Bachelor’s Degree
• 5-7+ years administrative support experience, senior staff preferred. Customer service experience helpful.
• Proficient in Microsoft Office. Knowledge of chaverware, mailchimp, and social media platforms preferred.
• Knowledge and understanding of Judaism and Jewish culture, customs, holidays, and familiarity with the needs of a Reform Jewish congregation.