Description:
Temple Beth Torah, an inclusive Reform Jewish Synagogue in Fremont, CA, offers a special opportunity for an outgoing, friendly and very organized person to help our congregation be a warm and welcoming place. Our Administrator plays a central role in our community. They help connect the religious leaders, members, local community, and the leadership of the Temple. They represent the organization when members, prospective members, vendors, and community partners interact with the Temple. Reporting to the Temple Board President, the Office Administrator will work closely with the Rabbi, Bookkeeper, Preschool Director, and other Board members to coordinate our synagogue’s membership, facilities, and events.
JOB DUTIES AND RESPONSIBILITIES
- Filter and direct incoming email and physical mail to the appropriate recipients. Process outgoing mailings to the congregation. Maintain user email accounts.
- Answer phone calls and respond to voice messages, maintain voicemail messages, and greet Temple visitors.
- Meet with prospective facility renters. Work with the Facilities Chairperson to coordinate agreements with renters. Monitor renter activities and facility use in accordance with agreements.
- Oversee and communicate with vendors to coordinate contracted services.
- Support facilities operations including the control of building access through maintaining logs of authorized individuals, set up of alarm system and assignment of emergency contacts. Supervision of janitorial services and event set up. Maintain Temple wide schedule to avoid facility use conflicts.
- Maintain office supplies and coordinate requests for recognition plaques.
- Support current and prospective members by maintaining database records, preparing reports, sending monthly invoices, reminders and correspondence to individual members.
- Maintain records of donations and send personalized “thank you” notes.
- Support Bookkeeper by coordinating incoming and outgoing payments including payroll processing.
- Communicate Temple activities by providing a written monthly update of Temple activities, critical correspondence and issues to the Board of Directors. Also, provide updates to weekly email messages, website updates and significant life cycle events.
- Support the logistics for events and religious services by ensuring proper facilities set up, festival supplies, janitorial services, kitchen set up, and the set up and printing of materials/documents.
- Support education and preschool program with registration forms and fee collection.
KNOWLEDGE, SKILLS, AND ABILITIES
- Strong customer service and collaboration skills
- Proficiency in Microsoft Office and Google applications
- ShulCloud software experience desired
- Ability to securely maintain physical and electronic records
DESIRED QUALIFICATIONS AND EXPERIENCE
- 2 years of experience as an office administrator
- Strong organizational and time management skills
- Excellent attention to detail