Job Description:

We are seeking a dynamic and organized individual to fill the role of School and Congregational Programs Coordinator. This position is crucial to the smooth operation of our educational programs and congregational events. The ideal candidate will have strong communication skills, attention to detail, and the ability to multitask effectively in a fast-paced environment. This position will report to the Director of Congregational Learning. This will be a part-time role at 30 hours/week. The hours will break down as follows*:

• Monday OR Tuesday: 9:00 a.m. - 5:00 p.m. (8 hours, including a 30-minute unpaid lunch break)
• Wednesday: 10:30 a.m. - 6:30 p.m. (8 hours, including a 30-minute unpaid lunch break)
• Thursday: 9:00 a.m. - 5:00 p.m. (8 hours, including a 30-minute unpaid lunch break)
• Friday: 9:00 a.m. - 3:00 p.m. (6 hours, including a 30-minute unpaid lunch break)

*Please note: The School and Congregational Programs Coordinator may occasionally be asked to work outside of these hours for programmatic events, in which case the weekly hours will be adjusted accordingly.

In addition to the 30 hours, there is a potential to add 4 hours/week on Sundays during the school year.

Key Responsibilities: (Please note that the following list of responsibilities is not exhaustive and additional duties may be required to meet the needs of the organization.)

School Administration:

• School Registration, Attendance, & Class Rosters: Implement the registration process for school programs using the ShulCloud platform, ensuring all necessary forms are completed and recorded. Keep accurate and up-to-date records of student enrollment and class assignments. Monitor student attendance and flag absences for follow-up with the appropriate staff members.
• School & Parent Communication: Manage communication with parents, including responding to inquiries and providing relevant information to teachers as needed.
• Faculty Contracts/Monthly Payroll: Assist in managing faculty contracts and processing monthly payroll, ensuring accuracy and timeliness.
• School Office Supervision: Administer the school office during school hours, providing support and guidance as needed.
• Additional school administrative tasks as needed.

B’nai Mitzvah/Confirmation/Consecration

• B'nai Mitzvah/Confirmation/Consecration Communications: Coordinate communications related to B'nai Mitzvah and Confirmation ceremonies, including invitations, reminders, and follow-ups.
• B'nai Mitzvah Lists & Date Assignment, and Classes: Coordinate the assignment of B'nai Mitzvah dates for students, working with families and clergy to schedule ceremonies. Maintain a master list of B'nai Mitzvah families, affiliates, clergy, tutors, and related details. Assist in organizing and facilitating seminars for B'nai Mitzvah students and their families.
• Track Inventory for Life Cycle Event Supplies: Manage inventory of supplies needed for b’nai mitzvah/consecration/confirmation ceremonies, including certificates, gifts, Torah booklets, bookplates, and prayer books.

Adult Education & Congregational Programming

• Adult Education Support: Provide administrative support for ongoing adult education classes and seminars, including registration and logistics coordination. Coordinate logistics for guest speakers, including communication, hotel accommodations, reimbursements, and hospitality arrangements.
• Financial Reporting: Assist in financial reporting for adult education and school programs, ensuring accurate record-keeping and reconciliation.
• On-Site Program Assistance: Provide on-site support during events and programs as needed, assisting with setup, coordination, and problem-solving. Arrange audiovisual equipment and support for events and presentations as required.
• Youth Advisor Support: Provide administrative support to the Youth Advisor, assisting with program coordination and communication.

Temple Office Support: Handle incoming calls, providing information and assistance to callers in a professional and courteous manner and other admin duties as needed.

Qualifications:

• Bachelor's degree preferred, with relevant experience in education, event coordination, or administration.
• Proficiency in Microsoft Office Suite, Google Suite and experience with database management systems, preferably ShulCloud.
• Excellent organizational and communication skills, with a high level of attention to detail.
• Able to work some nights and weekends
• Ability to work independently and as part of a team, with a proactive and positive attitude.
• Flexibility to adapt to changing priorities and work under pressure in a fast-paced environment.

Application Process:

To apply for this position, please submit your resume and a cover letter detailing your qualifications and relevant experience to Scott Goode at Scott@tbiskokie.org. We look forward to reviewing your application.