Description

Overview:
The Administrative Assistant serves as an initial point of contact for members, prospective members, and guests who reach out to the synagogue. In this role, you would be expected to respond to requests via phone and email in a warm, timely, accurate, and thoughtful manner. An ideal candidate would be able to enthusiastically provide exceptional customer service that upholds CBI’s ideals of welcoming and inclusion.

Position Summary:
The Administrative Assistant is a member of the CBI administrative team. They provide support services to the synagogue staff, clergy, and religious school. This role is directly responsible for the administrative needs of the Assistant Rabbi. Routine duties may include greeting guests, answering telephones and emails, and other administrative functions. Due to the sensitive nature of the information, the position must be able to maintain a discreet, confidential, and professional manner, both within and outside the agency, with respect to the synagogue’s business.

Job Duties

Duties
– Reception and Office Administrative Duties
– Greet members, guests, and vendors.
– Inform staff members when appointments and guests arrive.
– Answer telephones and transfer calls.
– Receive packages and notify staff as needed of their arrival.
– Receive and distribute mail to proper staff members.
– Coordinate front desk coverage with Office Manager.
– Manage outgoing mail for staff and programs, including postage meter.
– Coordinate with Office Manager to check mailbox at Post Office at least weekly.
– Review and oversee the office supply inventory.
– Review and replenish kitchen supplies.
– Ensure the waiting room, main lobby, and gift store areas are neat and presentable.
– Copy service materials and set up sanctuary lobby and sanctuary(s) for Shabbat Services.
– Pick up Challahs from the bakery on Fridays, as needed.
– Set out Challah and wine for Shabbat Onegs and Kiddushes.
– Assist with the administrative and organizational needs for holidays, events, and large-scale programs.

Religious School Administrative Duties
– Cover office and answer phones during Religious School hours.
– Coordinate, and implement Wednesday night pizza dinner for students.
– Help teachers with copies, supplies, attendance, and Tzedakah.
– Assist with any large-scale Religious School programming.
– Provide support to classroom teachers during school hours as needed
– Help secure substitute teachers as needed

Administrative Duties to Support the Assistant Rabbi
– Make copies, scans, or mail materials for the Assistant Rabbi.
– Order books and supplies as requested.
– Keep the schedule and calendar for the Assistant Rabbi and set appointments as needed.

Perform other duties, not listed here, deemed necessary for the well-being of the synagogue.

Skills Required

Position Qualification:
– Education/training and/or equivalent experience working in an office environment.
– Strong written and verbal communications skills.
– Strong organizational and time management skills, detail oriented
– Ability to multitask in a first-line receptionist and busy office structure.
– Ability to work as a strong member of a team.
– Familiarity with Microsoft Office Suite and Google Drive preferred

Work Schedule

Office Administration: Monday and Friday from 11:00 am – 5:00 pm, Wednesday from 12:00 – 4:00 pm
Religious School: Wednesday from 4:30 – 7:30 and Sunday from 8:00 am – 1:00 pm

In-person at 301 E. Jefferson Street, Charlottesville

Additional Info

Supervision:
The Administrative Assistant reports to the Executive Director in consultation with the Office Manager (Reception and Office Administration Duties), Assistant Director of Education(Religious School Administrative Duties), and Assistant Rabbi (Administrative Duties to support the Assistant Rabbi).

The Administrative Assistant should be prepared to work with and assist anyone affiliated with the synagogue, including senior staff, clergy, gift shop coordinator, volunteers, members, guests, service vendors, and janitorial and maintenance staff.

Position Classification:
Non-exempt, 24 hours per week

For more information, please visit www.cbicville.org