B’nai Mitzvah Coordinator​/Clergy Assistant

Full Time

Temple Emanu-El

Westfield, NJ

We are looking for a highly organized, welcoming, people person to oversee the execution of our entire B’nai Mitzvah program, which includes 60-90 annually ensuring an exceptional and seamless experience for parents, students, and clergy. This role will also provide administrative support to our two Cantors and be a part of the administrative team. This position is full-time, in person, reporting to the Senior Cantor and working collaboratively with all clergy and Executive Director, as needed, fostering a dynamic and supportive team environment.

B’nai Mitzvah Coordinator
Works closely with the Cantors to manage and execute all aspects of the B’nai Mitzvah Program, using Project Management software and pulling data from a Customer Relationship Management
(CRM) system.

• Family Communication:
  Serve as the primary point of contact for B’nai Mitzvah families, providing timely and clear communication about schedules, requirements, and preparation, and proactively communicating updates or changes if schedules or plans shift.
• Calendar Coordination:
  Oversee and maintain the comprehensive calendar of 60-90 B’nai Mitzvah per year, ensuring accurate scheduling of all clergy, and tutoring appointments for three years out. Comfort working with structured workflows, checklists, and recurring processes to ensure that key program details are executed consistently.
• Document Creation and Management:
  Prepare and update all B’nai Mitzvah documents, including honors sheets, programs, and student materials.
• Event Scheduling:
  In collaboration with the Executive Director, facilitate the annual scheduling process for B’nai Mitzvah dates, including preparation, communication with families, and entering dates into the CRM system. Throughout the year, manage all B’nai Mitzvah change requests. Handle all room rentals in collaboration with the Director of Facilities and Operations.

• Professional
  
  Experience:
  
  3+ years of work experience preferred, with the ability to perform in a fast-paced environment.
• Jewish Knowledge:
  Familiarity with Jewish traditions, holidays, and ritual preferred.
• Technical Proficiency:
  Some experience with 2-3 of following software platforms:
  – Google Workspace (Gmail, Google Calendar, Google Drive)
  – Microsoft 365 (One Drive, Teams, Word, Excel, PowerPoint)
  – Customer Relationship Management (CRM) systems
  – Project Management systems
• Communication and Organizational
  
  Skills:
  
  Exceptional verbal and written communication skills, with the ability to manage multiple priorities, organize competing demands, and maintain strong attention to detail while meeting deadlines. Demonstrated ability to create and maintain reliable systems for managing recurring tasks, timelines, and communications, ensuring
  operational processes run smoothly and consistently week to week while supporting families through this meaningful milestone.
• Collaborative Mindset: A team player with a positive attitude, a proactive and creative approach to challenges, and a good sense of humor that fosters a supportive and enjoyable work environment.
• Interpersonal Qualities:
  Strong judgment, dependability, and the ability to cultivate meaningful relationships with colleagues and community members. Ability to be discreet and trustworthy when handling confidential information and sensitive issues