B’nai Mitzvah Coordinator

Key Result Areas

KRA

% Time

Activities

1. Family Experience & Communication

30%

Serve as the main liaison for B’nai Mitzvah families and provide outstanding customer service throughout the entire journey.
Provide proactive, timely, and clear communication through emails, reminders, and updates.
Anticipate questions and reduce stress through thoughtful planning.
Ensure families feel supported, informed, and celebrated.
Maintain a calm, solutions-oriented presence during high-emotion moments.
Partner collaboratively with clergy and tutors to ensure alignment and clarity.
Uphold synagogue policies with professionalism and warmth.
Prepare and distribute monthly B’nai Mitzvah communications to families.
2. Program Management & Coordination

30%

Manage B’nai Mitzvah date selection and maintain the master calendar.
Conduct initial and logistics meetings with families.
Guide families through honors, materials, timelines, and service preparation.
Coordinate all meetings staff and clergy have with families.
Coordinate Hebrew assessments in partnership with clergy and educators.
Pair students with mentors.
Distribute Torah and Haftarah assignments.
Update the B’nai Mitzvah handbook annually.
Prepare materials for students and tutors.
Manage and communicate with B’nai Mitzvah tutors.
3. Ceremony Preparation & B’nai Mitzvah Presence

30%

Coordinate Torah rehearsals in partnership with clergy.
Prepare and print service materials.
Create service slides and service outlines per clergy preferences and instructions.
Coordinate and finalize honors sheets with families.
Prepare B’nai Mitzvah certificates and assemble student binders and gift materials.
Coordinate guest lists with campus security and confirm required documentation (insurance, etc.).
Review run of show timing with clergy and staff.
Be present from 8:30 a.m. through the conclusion of the on-site Kiddush on B’nai Mitzvah Shabbatot (approximately 25 to 30 Saturdays per year).
Greet and warmly welcome families and honorees upon arrival; serve as the primary on-site staff contact and manage vendors as needed.
Serve as liaison with caterers, photographers, and event vendors through the end of the event; ensure synagogue photography policies are followed.
Troubleshoot issues calmly and support transitions during the service as needed.
4. Administrative Responsibilities

10%

Maintain organized records of each student’s progress.
Track key milestones and ensure timelines are met.
Coordinate documentation and vendor communication.
Perform additional administrative duties as assigned.
Other duties as assigned.

Knowledge, Skills & Competencies

Strong customer service orientation and exceptional interpersonal skills.
Outstanding organization and attention to detail.
Ability to manage multiple timelines simultaneously.
Excellent written and verbal communication skills.
Ability to remain calm and solution-focused under pressure.
Comfort navigating emotionally significant family milestones.
Experience in Jewish communal life preferred.
Ability to collaborate effectively with clergy, staff, families, and volunteers.

Time Commitment

Full time, Tuesday through Saturday work week. Includes regular Saturday morning presence from 8:30 a.m. to 2:00 p.m. (approximately 25 to 35 Saturdays per year) and occasional Mondays. Hybrid work is possible with supervisor approval.