Administrative Coordinator

Position Summary
The Administrative Coordinator is often the first person people connect with at TBI and plays a central role in the daily life of the congregation. This position provides administrative, operational, and program support while helping create a welcoming, organized, and responsive environment for congregants, visitors, clergy, staff, and volunteers. The ideal candidate is thoughtful, adaptable, detail-oriented, and comfortable balancing multiple priorities with warmth and flexibility.

Essential Duties & Responsibilities
Executive Support & Calendar Management
Maintain congregational calendars.
Serve as the primary administrative contact for clergy communications, including screening calls, responding to inquiries, scheduling appointments, sending confirmations and reminders, and handling routine correspondence.
Provide ongoing administrative assistance to clergy and staff as needed.

Congregational Administration & Office Operations
Serve as a welcoming point of contact for the main office, assisting congregants, visitors, and community members while directing inquiries appropriately.
Prepare, coordinate, and distribute incoming and outgoing correspondence.
Coordinate congregational communications, including the weekly newsletter (content provided by staff).
Maintain records related to donor recognition and acknowledgments.
Administer the yahrzeit notification process, maintain associated records, and coordinate the ordering and tracking of memorial plaques and simcha leaves.
Complete occasional local errands and purchasing on behalf of TBI, including mailing materials and obtaining office or program supplies.

Lifecycle & Pastoral Support
Coordinate scheduling, logistics, and administrative preparation for weddings, baby namings, funerals, B’nei Mitzvah celebrations, and other lifecycle events.
Schedule meetings with families and ensure all necessary certificates, ritual items, files, and event materials are prepared in advance.
Support the administration of the B’nei Mitzvah program by coordinating clergy appointments, maintaining contracts and records, and working with the accounting department to help ensure timely payments.
Handle sensitive pastoral information with the highest level of discretion and confidentiality.
Assist in coordinating pastoral care communications, including notifications and related care lists.

Facilities & Operations
Serve as the primary liaison with vendors and maintain records related to facility operations, inspections, safety procedures, fire drills, and compliance requirements.
Coordinate logistical support for worship services, meetings, programs, and special events.

Qualifications
Previous administrative or executive support experience preferred, particularly in a nonprofit, educational, religious, or community-based setting.
Excellent organizational skills with the ability to prioritize multiple tasks effectively.
Strong written and verbal communication skills.
Proficiency with Microsoft Office, Google Workspace, Zoom, and other standard office software; experience with ShulCloud is a plus.
Familiarity with Jewish customs, Hebrew terminology, and the Jewish calendar.
Ability to handle confidential information with professionalism and discretion.
Strong attention to detail and a commitment to following projects through to completion.
Excellent interpersonal skills and the ability to work collaboratively with clergy, staff, volunteers, and congregants.

Physical Requirements
Ability to sit, stand, and use standard office equipment for extended periods.
Ability to lift and carry office supplies and materials as needed.
Ability to travel locally to complete occasional errands on behalf of TBI.