Administrative Assistant - Religious School & Cantor

Job Title:            Administrative Assistant - Religious School & Cantor

Reports to:         Director of Youth Learning & Cantor

Hours:                Non-Exempt Position

Our organization 

Congregation Rodeph Shalom (RS) is a vibrant Reform community in center city Philadelphia. It has grown to become the largest Jewish congregation in the region.  As a fast-paced, mission-driven workplace, we welcome employees who strive for excellence.

Our vision

Immersed in Jewish time, guided by enduring values, compelled to moral action; we create profound connections. Through this lens, this individual will ensure that all work activities are in alignment, thus helping RS to realize its full potential as a sacred community.

Responsibilities: Religious School – approximately 80%

Assist the Director of Youth Education

Overall:  Work with Director of Youth Education to plan and execute synagogue youth education and engagement consistent with synagogue vision and Director’s vision;

Calendar planning: Identify dates in session/not in session, dates for class-led services, grade-level trips and other special events or targeted curriculum throughout the academic year;

Weekly setup and operational needs: Address schedule and layout for ongoing needs as well as for special events, e.g. Purim Carnival, mishloach manot, High Holy Days, first and last day celebrations, Confirmation, etc.;

Teacher communications:  Coordinate teacher compliance with parent updates, weekly lesson planning, security protocols, and professional learning;

Parent communications:  coordinate weekly parent updates, registration communications, parent interactions during school hours and throughout the week;

Perform administrative tasks include document editing, phone coverage, and filing;

Work with Director of Youth Education on student and family recruitment and retention.

Coordinate with Director of Youth Education, Coordinator of Youth Engagement, and other staff on youth engagement projects, youth group activities, and youth-related initiatives.

Weekly planning including schedules and staff meetings

Ensure appropriate staff and room coverage

Work closely with Facilities to ensure flawless execution for required room setup and materials

Attend weekly education department staff meetings, including preparing the weekly agenda, taking minutes, and follow-up tasks as necessary

School registration and school reporting

Coordinate the student registration process

Create reports including class lists

General school administration

Collect and track Tzedakah, working with accounting for its allocation

Track attendance

Provide support as necessary during school hours

Budget process

Provide administrative support to assist Director of Youth Education for budget management

Process staff reimbursement

Within agreed to spending limits, and consistent with Director input, execute educational materials and supply purchasing

Payroll

Administer contracts and coordinate all paperwork and clearances with direction from Director

Track teacher and madrichim attendance

Create weekly payroll input and provide to Accounting Manager monthly

Responsibilities: Cantor – approximately 20%

Assist the Cantor with a focus on the Cantor’s calendar including internal as well as congregant and b’nai mitzvah student meetings

Prepare materials for services and b’nai mitzvot

Handles correspondence with families, informs Cantor if any issues arise

Schedules tutoring for students 6 months before b’nai mitzvah date; maintain tutoring hours and payroll

Schedule meetings with Rabbis as the b’nai mitzvah date approaches

Assign b’nai mitzvah dates to 4th grade students each year and to new students 

Facilitate correspondences by phone and email with attention to detail, sensitivity

Support the implementation of projects, initiatives, lay leader interactions, and follow-up efforts; balance urgency and importance of congregational matters

Scheduling and calendaring assistance

Assists with scheduling and materials surrounding holidays, service honorees and special events that involve the cantor and participants

Skills/Experience/Education

Demonstration of initiative and creativity is highly encouraged and will be a great asset applied towards problem-solving. While there will be a lot of guidance and structure, the ability to work independently helps to ensure success and comfort.

College degree strongly preferred

Detail oriented, highly organized with excellent time management skills

Excellent verbal and written communication skills

Proficient in MS Office programs

Ability to work collaboratively

Salary & Benefits

Hourly position: $20/hour; 37.5 hours per week; compensation commensurate with experience

Benefits include medical insurance, paid vacation, and 403 B retirement plan

Schedule during academic year:  Sunday 8 am – 1:30 pm; Tuesday 9 am – 5:30 pm; Wednesday 10 am – 6:30 pm;  Monday, Tuesday & Friday 8:30 am – 5 pm each day;  Thursday off; occasional special event attendance

Schedule during summer when religious school is not in session: Monday through Friday 8:30 am – 5 pm