Clergy Team Administrative Coordinator (Hybrid)

Position: Clergy Team Administrative Coordinator

Supervisor: Clergy Chief of Staff

Schedule: Full-Time

ABOUT US

Congregation Rodeph Sholom (CRS) is a large dynamic Reform synagogue at the heart of Manhattan’s Upper West Side and has a strong 180-year history. We are a community for all who enter our doors and our members represent the vibrant diversity of New York’s Jewish landscape. Multi-generational families, millennials, interfaith families, lifelong New Yorkers, those new to the city, folks pursuing conversion and those exploring Judaism for the first time have all found a home at CRS.

ABOUT YOU

CRS is looking for a detail-oriented, well-organized individual to support the Associate/Assistant Clergy and Clergy Administrative Team, currently consisting of two Associate Rabbis, one Assistant Rabbi, one Associate Cantor, the Clergy Chief of Staff, and the Executive Manager to Senior Clergy. You must be able to work with discretion while handling sensitive and confidential information for the clergy team.

WORK SCHEDULE

This role works Monday through Friday, generally 9:00 AM to 5:00 PM (4:00 PM on Fridays). Our team works primarily in the office, with the ability to work remotely up to two days a week after a two-month onboarding process. Additional hours may be required for congregational events for which comp time or additional compensation would be given. In the event of an urgent life cycle matter, additional time may be needed outside of work hours (evenings and weekends).

RESPONSIBILITIES

Clergy Team Administrative Support and Finances:

• Manage the scheduling and deployment of the clergy team for various programs and classes at both Congregation Rodeph Sholom and the Rodeph Sholom School (the 2’s-8th grade school connected to our congregation)
• Respond to frequent calendaring requests and questions from Congregation Rodeph Sholom and Rodeph Sholom School staff
• Process invoices, check requests, and create monthly Amex expense reports in Concur for Assistant and Associate Clergy and Clergy Chief of Staff
• Assist the clergy team as the organization is onboarded and transitions to Salesforce as our new CRM
• Maintain records, track expenses, process billing, ensure accurate reporting and other tasks using Concur, Monday.com, Office Suite, and Salesforce as they relate to the Clergy Team
• Create, update, and distribute weekly Shabbat service notes
• Report song usage in weekly Shabbat services to J. License
• Manage weekly lists for Mi Shebeirach (those in need of healing) and Recently Deceased
• Assign clergy to Pastoral Care, Bereavement, and New Member outreach
• Represent the tone, discretion, and professionalism of the clergy office, welcoming guests and maintaining decorum
• Schedule group meetings for Assistant and Associate clergy as needed and arrange for physical or virtual meeting spaces and other logistical support
• Order lunch for Monthly Clergy Team Meeting and Quarterly Retreat
• Available to work on the High Holy Days required; assist in HHD preparations and potentially manage an aspect of the HHD services, such as ushering
• Other duties/projects assigned as this role evolves

Clergy Team Lifecycle Preparations:

• Life cycle and ritual administration for Associate and Assistant Clergy including:
  • Schedule and provide logistical support for all lifecycle events (weddings, funerals, baby namings, B’nai Mitzvah ceremonies, and conversions)
  • Compose and send bereavement notices
  • Create baby naming certificates
• Schedule B’nai Mitzvah appointments for Associate and Assistant Clergy (D’var Torah meetings, family meetings)
• Become knowledgeable in systems and processes related to B’nai Mitzvah tutoring
• Archive B’nai Mitzvah honors information into digital files

SKILLS

• Bachelor’s degree is a plus, not required.
• Proficiency in Microsoft 365 (MS Office) applications: Outlook, PowerPoint, Word, Excel, and SharePoint
• Strong verbal and writing skills to interact with congregants by phone and email.
• Comfortable with technology; experience with apps and programs such as Salesforce, Monday.com, Zoom, Schedulicity, Doodle, and Survey Monkey is a plus
• Knowledge of Judaism (or eagerness to learn) is a plus, not required

CORE COMPETENCIES

• Strong communication, interpersonal, administrative, and organizational skills
• Ability to maintain confidentiality and use of discretion when dealing with congregant information and sensitive matters for the Clergy Team
• Capacity to juggle multiple projects, and work both independently and collaboratively
• Eagerness to take initiative and willing to step in as needed

SALARY & BENEFITS

• Salary range: $53-57K; commensurate with experience
• Generous paid time off (e.g., vacation, holidays, sick and personal days and parental leave)
• Comprehensive medical, dental, and vision insurance, including HSA options
• 403(b) retirement plan with up to a 7% matching contribution
• Flexible Spending Accounts for commuter, dependent care, and medical expenses
• Short-term and long-term disability coverage, and life insurance
• AFLAC plans
• Gym membership subsidy
• Professional development

VACCINATION POLICY

• All staff must be up-to-date on vaccinations, including booster shot. Proof of vaccination required at start of employment.

APPLICATION REQUIREMENTS

• Cover Letter: Please include a cover letter with your resume that demonstrates your relevant skills and experience, plus interest in this position.

EQUAL EMPLOYMENT OPPORTUNITY POLICY

Congregation Rodeph Sholom does not unlawfully discriminate in employment opportunities or practices on the basis of one’s actual or perceived race; color; religion; sex/gender (including gender identity); creed; sexual orientation; marital status; pregnancy; ethnicity; national origin; ancestry; age; disability; alienage/citizenship status; arrest or conviction record (consistent with the provisions of New York State’s Corrections Law); partnership status; familial status; military service; status as a victim of domestic violence, stalking or sex offenses; veteran status; genetic pre-disposition or carrier status; or any other characteristic protected by applicable law. Employment decisions at CRS are made in a non-discriminatory manner and are based on qualifications, abilities, and merit. As may be permitted by law, certain Rodeph Sholom positions will be filled by persons of the Jewish faith as a bona fide occupational qualification. CRS also prohibits, and will not tolerate, any form of retaliation or reprisal against any employee who reasonably and in good faith complains of discrimination or harassment or provides information in connection with any such complaint.