Administrative Coordinator

Location: Los Angeles, CA

Type: Full Time

Min. Experience: Mid Level

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About Stephen Wise Temple

Founded in 1964, Stephen Wise Temple is one of the largest Reform Jewish synagogues and schools in the world. The Wise community consists of a thriving congregation; Wise School (a top-tier K-6 elementary school and Early Childhood Center); Center for Youth Engagement (including Religious School, teen programming and Camp Wise); weekly worship services; and over 100 opportunities for deep learning, tikkun olam (helping those in need), and Jewish engagement throughout the year. With 1,800 member families and more than 170 employees, Wise is known for its extensive educational, spiritual, and musical programs designed for individuals, couples, and families at all stages of life.

The Wise campus is located on 19 beautiful acres atop the Mulholland Corridor of the Santa Monica Mountains and includes the new, state-of-the-art Katz Family Pavilion for daily athletic activities and diverse major events. The community founded by Rabbi Isaiah Zeldin is now led by Rabbi Yoshi Zweiback and a committed team of educators, administrators, and lay volunteers.

Wise makes meaning and changes the world.

Position Summary

Essential to ensuring the smooth running of all aspects of the Temple office, this position is responsible for providing support to and conducting projects for the Executive Director/COO and the other senior management staff and acting as a high-level liaison between the Temple and its members; this position includes responsibility for helping the administrative team in its relentless pursuit of Stephen Wise Temple’s vision and five-year strategic plan. This position works closely with the ED/COO in managing office resources and projects to serve needs of Temple members and leadership (both professional and lay leaders), including coordination with the clergy support team, and supports the Board of Directors and its efficient functioning.  The incumbent is expected to maintain a high level of decorum and must respect the confidentiality of information received in this position.

Essential Functions

Reasonable accommodations may be made to enable individuals with disabilities to perform the following duties:

  • Coordinates and oversees the administrative needs of the temple office (phone coverage, supply ordering, and management, mail distribution, storage, etc.).
  • Identifies and resolves issues before (or as) needed – often in conjunction with the Clergy Executive Assistant.
  • Updates and distributes staff directory regularly.
  • Serves as an example and role model in customer service in accordance with the high standards desired; delivers training in customer service to current and newly hired administrative members of the temple staff.
  • Trains office staff in general procedures and communicates clearly with staff when changes and updates have occurred.
  • Is proactive in the management of office needs as their needs grow and/or change, including developing and overseeing the implementation of approved system improvements.
  • Represents the interests of Stephen Wise Temple to outside vendors.
  • Assists ED/COO with daily administrative tasks including scheduling, correspondence, purchases, reimbursable expenses, meeting logistics, and research and performs similar support duties and functions as requested by the ED/COO as they arise.
  • Fields incoming calls on the ED/COO’s public line and, at times, communicates on the ED/COO’s behalf.
  • Maintains hard copy and electronic corporate files; works with CFO on implementation of the document/file retention policy.
  • Participates in the phone rotation/backup and voicemail rotation.
  • Calculates, tracks, and reports on office expenses.
  • Tracks receipts and General Ledger assignments related to the use of the credit card held in the name of the ED/COO.
  • Enters new and updated data in the Shulcloud CRM system daily.
  • Supports the effective functioning of the Board of Directors and its committees in carrying out their fiduciary role.
  • On behalf of the Board of Directors and its committees, facilitates logistics, provides and/or prepares resources for meetings, communications, administration, and other needs as they arise.
  • Maintains Shulcloud tags, keeps directories and rosters up-do-date, and prepares emails and print mailings for the Board of Directors and its committees.
  • Conducts research, compiles and analyzes data, and coordinates surveys on behalf of the ED/COO and other Senior Leadership Team members as requested.
  • Under the supervision of the ED/COO, supports coordinates special projects for various representatives of the temple’s Senior Leadership Team and their departments.
  • Other duties as assigned.

Minimum Qualifications

  • Associate’s degree, Bachelor’s preferred
  • Assiduous in the practice of confidentiality, tact, and discretion
  • Ability to develop and maintain good relationships with congregants, staff, and lay leaders
  • Congregant (customer) focus with a friendly demeanor
  • Detail-orientation with excellent organizational and project management skills
  • Excellent judgment, including high-level skills in troubleshooting and problem-solving
  • Effective written and oral communication
  • Ability to multitask and work efficiently in a fast-paced environment
  • Proficiency in Microsoft Office suite, database programs, and online research
  • Passion for the work of synagogues/religious institutions, schools, or nonprofits highly desirable

No Phone Calls Please

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