Office and Operations Administrator
Kehillat Shaarei Torah
Description:
Job Title: Part-Time Office and Operations Administrator
Hours: 20 hours per week
Compensation: $28 per hour
About Us:
Kehillat Shaarei Torah is a warm and welcoming shul dedicated to serving our community with a blend of tradition and modernity. We pride ourselves on creating a secure and inclusive environment where members, visitors, and staff feel valued and supported.
Position Overview:
We are seeking an organized, proactive, and detail-oriented individual to provide comprehensive office and general operations support for our shul. In this role, you will be the first point of contact for our members, manage various administrative tasks, and assist with day-to-day operations. This position is ideal for someone who is detail focused, excels in organization and is passionate about being an important part of our community.
Key Responsibilities:
- Front “Desk & Reception”:
- Answer incoming phone calls and manage all walk-ins to the building. The O&OA will assess all inquiries and requests and forward them to the appropriate parties when necessary.
- Respond promptly to all incoming emails and requests, either directly or by forwarding to the appropriate department.
- Ensure every interaction reflects the warmth of our community and addresses any questions or concerns sincerely.
- Calendar & Event Coordination:
- Maintain and coordinate calendars for shul events, programs, meetings, and special functions.
- Assist with scheduling and logistical arrangements for community and lifecycle events, ensuring smooth execution. This includes the schedule for building maintenance, Kiddush sponsorship requests, hall rental requests, deliveries, and other times the building needs to be accessible.
- Office Administration:
- Prepare documents, manage copies and scans, and handle general office correspondence.
- Order and maintain inventory of office supplies, janitorial items, and food supplies for the weekly kiddush and special events.
- Coordinate with vendors and service providers to ensure deliveries run smoothly.
- General donations including tribute cards and kiddush sponsorship
- Communications & Marketing Support:
- Collaborate in assembling weekly bulletins or newsletters for both print and online distribution by gathering all weekly information for the bulletin.
- Prepare and send all weekly email communications.
- Provide information needed for promotional materials.
- Financial & Database Assistance:
- Working with the Executive Director to support accounts payable functions by preparing reports and all necessary documents.
- Assist with maintaining accurate records in our membership and donor databases.
- General Administrative Support:
- Assist shul leadership with various projects and administrative tasks as required.
- Handle confidential information with discretion, maintaining a high standard of professionalism.
Qualificatons:
Exceptional Organizational Skills: Demonstrated ability to create and maintain systems that keep schedules, projects, and deadlines clearly organized. Experience with calendar management, project tracking, and task prioritization is essential.
Strong Attention to Detail: Proven track record of ensuring accuracy in documentation, correspondence, and data management. This role requires someone who can catch small errors before they become issues.
Proactive Problem-Solving: Ability to anticipate needs and potential roadblocks before they occur. The ideal candidate will have experience working with dynamic, high-energy leaders, and is comfortable with shifting priorities.
Strong Communication Skills: Excellent verbal and written communication skills to effectively liaise between clergy, vendors, and community stakeholders. This includes the ability to translate complex or evolving priorities into clear, actionable plans.
Supportive, Collaborative Personality: The candidate should be empathetic, patient, and skilled at building relationships. They will play a vital role in creating a balanced, and warm environment for all members of the community. They will have patience in understanding the evolving needs of each member of the community.
Technical Proficiency: Comfortable with modern office software and tools (e.g., Microsoft Office, Google Workspace, project management applications) to support efficient workflow and communication. Knowledge in the Adobe Suite is a plus.
Experience in a Community or Shul Environment: Familiarity with Jewish customs, lifecycle events, and community dynamics is a plus, ensuring that the candidate can support both administrative tasks and community-focused initiatives.
To apply for this job please visit shaareitorah.com.
Additional Comments:
How to Apply: This position may start with more hours and then move to 20. If you are excited about the opportunity to support Kehillat Shaarei Torah as our Part-Time Office and General Operations Support, please submit your resume and a brief cover letter outlining your qualifications and interest in the role to Michael Gilmore, Executive Director, [email protected]. Immediate availability is preferred.