Administrative Assistant - Department of Lifelong Learning

department's work

Job Title:

Administrative Assistant - Department of Lifelong Learning

Status: Full Time - Salary – Non-Exempt (Overtime Eligible)

Reports To: Director of Lifelong Learning

Schedule: Academic year, Monday-Thursday and Sunday mornings

Also required, one Friday evening a month

Summer schedule, Monday-Friday

Congregation Emanu-El, the first Reform Jewish synagogue in New York City, is hiring a full-time Assistant Assistant for the Lifelong Learning Department. The work of the department is to transform and revolutionize congregational education, including our Religious School, holiday celebrations, and family worship. Visit our website at https://(Use the "Apply for this Job" box below). to learn more about our school and our congregation, our educational vision, and the programs we offer.

• Assist with daily operations for programs and activities as needed
• Answer and return all emails and phone messages promptly
• Provide information about all departmental programs, including sending department emails to families about upcoming programs and events
• Oversee all data management for the department, including but not limited to registration, sending forms and confirmation emails, creating tuition billings, and following up on specific concerns
• Manage Salesforce for the department. Keep all records up to date in Salesforce and student information, including class lists and student attendance
• Provide teachers with accurate and up-to-date information about their students, including updated rosters, allergy lists, attendance lists, etc
• Provide comprehensive safety and supervision support, including managing early dismissal procedures, supervising students in the school office, ensuring the safety of B’nai Mitzvah students after Religious School, connecting with parents, and assisting with arrival and dismissal
• Manage and assist with operations for school programs, special activities, and events, including creating online calendars, registration management, tracking RSVPs and updating lists, and overseeing food orders for the department
• Marketing:
  Manage all Department of Lifelong Learning pages on the Temple website and weekly Mailchimp emails, ensuring updated Temple events, photos, and content
• Collaborate with the Senior Director of Lifelong Learning and the Religious School Principal to maintain a professional and synchronized marketing plan for all programs
• Maintain neatness and order for all common areas in the department, including the office and copy room
• Coordinate any needed repairs in the Religious School building and Lifelong Learning offices with maintenance, engineering, or others as needed
• Order, stock, and maintain supply orders for the department, including teacher requests and quantities of all office, tech, school, and art supplies.
• Serve as the liaison to finance, including the preparation of American Express coding for the accounting department, submitting invoices, and tracking departmental expenses
• Provide comprehensive HR and accounting support, including onboarding new employees, managing budgets and financial objectives, preparing reports, supporting teachers, and maintaining teacher absence logs
• Serve as support to the Senior Director of Lifelong Learning, including calendaring
• Support all departmental staff with administrative tasks
• Other duties will be assigned at the discretion of the Director of Lifelong Learning

* This job description is not intended to be an exhaustive list of all duties, responsibilities, or qualifications associated with the position. Duties and responsibilities may change at any time based on business needs*

• Proficiency with Salesforce, Slack, , Ticket leap, Google Workspace, Microsoft Word, Excel, Zoom, Mailchimp, and Outlook
• Experience working with data management and customer relationship management (CRM) systems
• Excellent interpersonal, verbal, and written communication skills
• Strong organizational skills with the ability to manage multiple priorities and meet deadlines
• Ability to work effectively both independently and as part of a team
• Positive attitude, strong attention to detail, and a good sense of humor
• Effectively sets priorities…