Education Administrative Assistant

Peninsula Temple Sholom (PTS) in Burlingame, California is a diverse and vibrant Reform Jewish synagogue serving 2,000 adults and children. The Education Administrative Assistant supports our Director of Education in implementing programs for PreK-12th grades and adult learning. Our religious school meets on Sunday mornings throughout the school year, plus we host family events and adult education throughout the year. Every member of our staff helps us create a welcoming environment through the work that they do and the way in which they interact with the community.

We are seeking a self-motivated and capable person to support our students, parents, teachers and community members. As a key contact for PTS congregants and visitors, the Education Administrative Assistant plays a critical role in responding to congregant needs and creating a positive atmosphere at our synagogue.

We are looking for a candidate who possesses the following qualities:

• Self-motivated, thinks ahead and takes initiative on projects; anticipates the needs of others
• Ability to work collaboratively with staff and synagogue volunteers
• Excellent communication and customer service orientation
• Ability to manage multiple tasks and prioritize
• Exercises discretion and strict confidentiality
• Exceptional organizational skills
• Eager to learn new tasks
• Sense of humor and friendly personality

Primary Responsibilities

• Create a welcoming and inviting atmosphere when greeting visitors at the Education office, answering the phone, responding to requests, scheduling appointments, and coordinating events
• Correspond with families via email, phone, video, and in person at the Education desk
• Work with the Director of Education and community on projects from planning to implementation
• Regular meeting and cross training with other administrative staff to ensure consistent, excellent service
• Manage parts of the Director of Education’s calendar, including making and confirming appointments
• Assist with financial tasks such as purchasing supplies, submitting payment and reimbursement requests, and expense tracking and reporting
• Create and update pages on synagogue website and social media according to established style guidelines
• General administrative work, as requested by the Director of Education
• Assist Director of Education in planning for school year including creating registration forms, preparing classrooms, and ordering supplies and textbooks
• Utilize congregational database especially for school registration and for creating and utilizing class rosters
• Collaborate with HR to keep track of onboarding tasks, required training and paperwork for new teachers and teaching assistants
• Provide support on Sunday mornings for teachers and clergy
• Manage weekly class attendance by retrieving this information from teachers after each class session and checking in with parents about attendance
• Assist Director of Education in implementing policies to ensure safety and security of students before, during, and after school
• Ensure that all children are picked up safely at the end of the school day

Event Planning

• Plan Family Shabbat dinners and other events (collect rsvp’s, work with caterers and other vendors, communicate with volunteers, create and distribute promotional materials)
• Assist Director of Education in planning adult learning programs, including logistics for guest speakers/artists and communication with congregation and other staff
• Assist Director of Education and Director of Youth and Family Engagement in planning school and youth events, and annual congregational retreat
• As a member of the larger team, assist colleagues as needed in planning and staffing PTS events
• Provide logistical and administrative support for synagogue programs

Position Requirements

• College degree strongly preferred
• Proficiency with Google Suite and Microsoft Office Suite
• Experience with CRM database systems a strong plus
• Ability to work onsite weekday afternoons and on Sunday mornings when Youth Education is in session (24 Sundays/year).