Administrative Manager

ABOUT KOLOT
Kolot Chayeinu / Voices of Our Lives is a 29-years-strong, fast-growing, progressive unaffiliated Jewish congregation in Brooklyn, NY with over 450 households. Kolot is a place of inclusive ritual, supportive community, dynamic educational programming and the relentless pursuit of social justice, in alignment with Kolot’s Mission Statement.
OVERVIEW

The full-time Administrative Manager will join Kolot at an exciting time for our growing congregation. This is a great opportunity to work with a diverse, engaged and passionate congregation, get a wide range of experience in non-profit work and play an important role in all aspects of the life of the synagogue.

We are seeking a hard-working team player who is detail oriented, a very good communicator, comfortable with numbers, familiar with database management, has strong customer-service skills, and takes initiative. Reporting directly to the Executive Director, the Administrative Manager is an essential part of the whole Kolot team.

PRIMARY RESPONSIBILITIES

Database management and congregational outreach:
Manage, update, and troubleshoot congregational database
Assist in welcoming new members to the congregation, including sending welcome correspondences and sharing reports with committee chairpersons
Work with lead administrative staff to facilitate the annual membership renewal process and register students in the Children’s Learning Program (CLP)
Coordinate and execute physical and digital mailings, such as thank you letters, fundraising appeals, annual tax acknowledgements
Run reports from the database for staff and Board on an as-needed basis

Children’s Learning Program:
Provide administrative support to CLP including producing attendance sheets/class rosters, registration reports, maintaining accurate files, and sending class reminders
Registration responsibilities at some in-person gatherings and meetings

Administrative/Vendor Relations:
Interface with key vendors, such as Kesef, the accounting firm, and ShulCloud, the database host
Process all invoices and deposit all checks
Prepare bi-weekly payroll run
Order supplies on a regular basis and food for special events on an as-needed basis
Assist with congregational calendaring updates

Responsibilities related to Shabbat (Saturday morning) Services
Primary point of contact for Livestream Tech Coordinator and Custodians, which includes scheduling shifts, finding replacements, etc.
Liaison to the space Kolot uses for worship regarding all facility-related matters
Oversee the in-person Shabbat sign-up process
Coordinate the volunteers who welcome in-person Shabbat morning participants

QUALIFICATIONS

Prior administrative, office or program support experience
Experience working with Quickbooks and managing a database, including data entry and producing reports; experience with Shulcloud (Kolot’s database) a plus
Strong competency or fluency with Excel and Google forms
Ability to work and communicate well with diverse array of people
Committed to Kolot’s values and mission. Strong working knowledge of the non-profit Jewish world, synagogue life, and the Jewish community is preferred but not necessary
Able to handle multiple projects simultaneously and pivot when necessary
Comfortable in a collaborative work environment and able to work independently
Attention to details, takes initiative, sense of humor and proactive planner
Must be a US citizen or have the proper legal documentation to work in the US

PAY/HOURS/FORMAT

$65,000/year. Plus: 10 secular holidays and various religious holidays; 4 weeks vacation; sick and personal days; health insurance; voluntary 401k; voluntary dental/vision plan.
Full-time, primarily Mondays-Fridays, plus two Saturday mornings a month
Hybrid working model, with a combination of in-person and remote work
TO APPLY

Please submit: 1) Letter telling us why you want this job and how your experience makes you the right fit; 2) Resume; and 3) Two professional references. You will be notified before references are called.
Candidates are encouraged to submit early. Qualified applicants will be interviewed on a rolling basis and the position is available until it is filled, which we hope will be by early June 2022. As an Equal Opportunity Employer, Kolot Chayeinu is committed to prioritizing diversity and inclusion in its employment practices. Sephardic and Mizrahi Jews, people of color, women, people with disabilities, immigrants, LGBTQ+ people, and people who live or have lived in poverty are strongly encouraged to apply.