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Administrative Assistant/Clergy Study

Posted on November 16, 2017

Our Vision
Central Synagogue is a thriving reform congregation in midtown Manhattan, serving 2,300 families and the larger community.  We work tirelessly toward a world in which Judaism is central to the lives of Jews everywhere and is a profound and positive force for humanity.  We are relentless in our pursuit of that goal, constantly evolving to reach far beyond the walls of our synagogue to learn, worship, serve and continually redefine what it means to be Jewish today.  For more information about our organization visit www.centralsynagogue.org.

Job Summary/Objective
The Clergy Assistant will work closely with our pulpit clergy and clergy administration team as a member of the Clergy Study.  In this position, the Clergy Assistant will collaborate with two of the Rabbis to uphold and make possible the visions and priorities of Central Synagogue. This position will collaborate with the Community Organizing clergy lead, lay leaders and staff on the social justice initiatives and priorities of our congregational community, as well as support the work of our adult engagement programming. This person will act as the administrative support to two of our Rabbis; and support the Exploring Judaism & Conversion Studies program.  Additionally, this position will act as the clergy study concierge, committed to enhancing member experiences, developing best practices and is gifted in both gatekeeping and customer service.
All positions at Central Synagogue require individuals to be a strong multi-taskers and independent problem-solvers, have excellent communication and project-management skills, work well under supervision and be extremely organized.

Reports To: Clergy Study Supervisor (in collaboration with appropriate Clergy)

Department Hours:
Full-time, FLSA classification (Non-exempt and eligible for OT)
Monday – Thursday 9:00 am to 5:30 pm; Fridays 9:00 am – 4:30 pm and or equivalent
(Expected to work High Holy Days)

Date:  November 1, 2017

Key Responsibilities/Essential Functions
The key responsibilities for this position will include the following:

  • Administrative Support to two Associate Rabbis
    o Collaborate with Rabbis and assist with various administrative tasks
    o Coordinate schedules, calendars
    o Filter requests, screen calls, general gatekeeping, greet guests
    o Manage meeting logistics: location, reservations, requirements, travel, invitations, rsvps, etc.
    o Letter writing; process gifts, data entry
    o Manage financials: reimbursements, check requests, CDF management, Amex reconciliation
    o Lifecycle management- intake forms, associated materials, certificates, IMIS and SharePoint entry
    o Miscellaneous administrative support- photocopying, filing, etc.
  • Community Organizing
    • Collaborate with Community Organizing clergy lead and lay leaders on social justice initiatives and priorities of our congregational community
    • Provide administrative support and oversight for the community organizing initiative
  • Provide Programmatic Support to the Director of Exploring Judaism & Conversion Studies
    • Conversion
        o Coordinate dates with Clergy, schedule Mikveh conversion appointments and record conversion (and other lifecycle) entries into iMIS
        o Prepare conversion certificates in both English and Hebrew, file and submit conversion paperwork to Archives, conversion students and other agencies as requested
    • Exploring Judaism
        o Maintain and update Exploring Judaism page on Central Synagogue website
        o Work with Finance to create and upload EJ payment (Acceptiva) form, manage registration and billing (through IMIS) 
        o Maintain rosters & paperwork and print weekly handouts, send “Welcome,” “Reminder” and “Update” emails to students.
        o Respond to general inquiries
        o Work with Events/Operations on room setup requests and plan 4 annual Shabbat Dinners
        o Email and collect class evaluation forms
        o Provide instructors with extensive “First Day Packets” (lists, documents and handouts required for the first day of class)
  • Clergy Study Concierge
    • Front line phones and reception- this person is committed to enhancing member experience and provides excellent customer service
    • Develops best practices and scripts to enhance customer and member relations as they relate to the Clergy Study: scripts, referrals
    • Updates Master calendar on behalf of department, as well as security lists and conference line reservations
    • Responds to general clergy inbox inquiries
    • General office related tasks- orders and maintains supplies and ritual items
  • Miscellaneous administrative support of Clergy Study
    • General administrative support as needed
    • Team player who can and will collaborate and provide coverage for colleagues in times of heavy workflow
    • Familiar with the basic tasks and responsibilities of the Clergy Study department
    • Role in HHD coordination to be determined by supervisor

Reporting Relationships and Decision Making
On an ongoing basis, exercises administrative judgment and assumes responsibility for decisions, consequences, and results having an impact on people, costs, and/or quality of service within the functional area.

Communication
Ability to maintain privacy and confidentiality. Strong written and oral communication a must.

Qualifications

  • Must possess the ability to interpret and translate policy and procedure clearly, and in a personable and patient manner.
  • Attention to detail and the ability to keep up with data entry and re-entry is essential.
  • A high level of organization is necessary, and the candidate must be able to prioritize and multi-task.
  • Professionalism and maturity, demonstrated ability to lead, cooperation in a team atmosphere, a proactive attitude, and a strong work ethic are expectations for this position.
  • Bachelor’s degree preferred.
  • 3+ years’ experience in project management and administration.
  • Technology and database experience a must.
  • Interest and knowledge of synagogue life, Hebrew and Jewish ritual practice desired but not necessary.

Application Process
To apply, please submit a resume, cover letter and three references addressed to Carrie Connor to .(JavaScript must be enabled to view this email address). Please reference “Clergy Assistant” in the subject line of your email.  Incomplete applications will not be reviewed.

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Central Synagogue, a 503(c) religious organization, employs 80 full-time and 30+ part time staff positions in more than a dozen departments, including our Religious School; Nursery School and Early Childhood Center; clergy study; membership, finance, communications, technology, development, maintenance, events, and administrative support teams. Our staff, which we consider "a team," is committed to excellence in our work. Central offers generous benefits and paid time off to its employees. We invite you to review our current openings and apply here. Central Synagogue is an Equal Opportunity Employer.

X Central Synagogue will not discriminate against any employee or applicant for employment because of race, color, religion, age, sexual orientation, sex, national origin, ethnicity, citizenship, military status, marital status, physical and mental disability, or any other characteristic protected by law. It is the policy of the Congregation that certain positions must be filled by persons of the Jewish faith as a bona fide occupational qualification. This policy applies to all terms and conditions of employment. All employees, regardless of position, are expected to maintain and contribute to this policy.