Clergy Administrative Assistant

Clergy Administrative Assistant | Millburn, NJ

15 hours per week, flexible and occasional extended hours as needed (per below)

One key to Congregation B’nai Israel’s success as a congregation is the extent to which each member feels connected to the community. “Relationship building” (or, what those in the private sector might refer to as “customer service”) is truly what separates mediocre synagogues from the great ones. When relationships are built, a sense of community is fostered, and meaningful attachments between congregants and the synagogue are forged.

There are two main avenues through which this occurs:
The first, a connection with the Clergy Team. The second, participation in our many programs and events, as well as experiencing lifecycle events and special milestones at CBI.

CBI’s Clergy Administrative Assistant supports this critical mission.

Duties and Responsibilities (please note, below are a broad range of tasks and do not encompass the entirety of the role)

• Coordinates with the Executive Director to discuss staffing needs and other pertinent needs for the synagogue.
• Greeting members and visitors, accepting incoming calls, and serving as a welcoming face of the Clergy.
• Place orders for Clergy and Layleaders for supply needs.
• Assists with processing mass mailings and emails.
• Membership management, including database maintenance, reports, creating mail-merge letters, compiling and sending membership packets and management of member files.
• Provides training to team members re: Shul cloud database, etc.
• Assist Sisterhood and Men’s Club with projects, dinners, events.
• Coordinates with vendors for the delivery and setup of deliveries.
• Coordinates transportation for shul wide and religious school trips.
• Manages contracts from suppliers and vendors.
• Manages inventory of supplies for synagogue kitchen and maintenance.
• Coordinates with Bookkeeper and Executive director and discusses financial needs, as well as ensures each event is billed to the appropriate accounts/ line items.
• Ensures the set-up for each event is completed before event start time.
• Coordinates with the communications manager and team to ensure the appropriate publications are being disseminated accordingly and timely.
• Coordinates mail pick up for bulk items and mass mailings
• Coordinates staff events, holidays, birthdays, morale events etc.
• Works with Clergy to plan event schedule
• On occasion make calls to congregants on behalf of clergy, well reports and good cheer calls.
• Coordinates with Kitchen committee to coordinate weekly kiddush cart set-up
• Ensures the Friday checklist is completed for weekend services.
• Clergy correspondence, appointment setting and confirmations.
• Assist with new member applications, sends out new member letters to congregants.
• Coordinates with funeral directors for services and programs of deceased congregants and family members.
• Coordinates with cemeteries for burials.
• Coordinates with Menorah chapel for burial of religious content.
• Assist with Religious Affairs campaigns and projects.
• Check Clergy voicemail and collect all messages received. Bring detailed messages/requests to attention of Clergy for resolution and follow-up
• Collect all Discretionary Fund contributions from the Accounting Office and draft ‘thank you’ notices. Ensure signature is affixed and mailed in a timely manner.
• Submit reimbursement receipts on Clergy behalf.
• Collect photos/blurbs/highlight grabs for marketing purposes from Rabbi & Cantor’s various programs and events; ensure that promotional content is forwarded (for Website, Facebook, etc and email notices) in accordance with CBI’s overall communications vision and coordination with other Staff (i.e. Marketing and Communications, Front Office)
• Manages Yahrzeit records, to include: plaque changes, reports, letters, etc.
• Coordinates assistants, setup and rentals for high holiday
• Assist Rabbi in liaising with lifecycle events (i.e. birth / family wishes to hold a baby naming in the building with Rabbi officiating, support the Rabbi in ensuring all info, logistics, setup request forms completed)
• Assist Rabbi with occasional photocopies, mailings, other requests
• Assist the Rabbi in liaising between Education Department and Rabbi’s Office
• Occasionally assist the Rabbi in coordinating and executing programs via Clergy office
• Prior to select holidays, there may be a need to shift added focus to the many tasks in preparation for the holidays (especially in late-August & September). Flexibility / extension of hours is a must during the High Holidays.
B’nai Mitzvah Program
• Monitor supply of B’nai Mitzvah gifts and reorder as needed
• Serve as a bridge/resource for families who have administrative questions for Executive Director or others in the professional/lay leadership
• Be a reassuring and supportive voice for families, especially those for whom this may be a first celebration in the family
• Coordinate with caterers, florists and other vendors for program day.
• Assist with B’nai Mitzvah programs and order of services.
• Coordinates with the Tech team for recording of programs and streaming.
Professionalism and Accuracy
• Written communications (emails, B’nai Mitzvah letters, Thank You notices, etc.) should be carefully spell-checked and should always have correct names, dates, and other information
• When appointments are arranged for the Rabbi / Cantor (zoom or in-person), accurate information must be conveyed so that the parties connect efficiently.
• Rabbi / Cantor will proof-read some materials once (Shabbat announcements, communications, etc), the expectation is that after an initial reading, accuracy can be relied upon in subsequent draft.
Additional, miscellaneous tasks as assigned.