Administrative Associate

ABOUT YOU

This position requires a self-starter with excellent judgment. The individual must be able to work independently, prioritize multiple tasks, and excel in customer service. The ideal candidate has excellent organizational skills, strong Microsoft 365 skills, is technically savvy, and has impeccable communication skills.

WORK SCHEDULE

This role is Monday through Friday, generally 9:00 AM to 5:00 PM (4:00 PM on Fridays). Our team works primarily in the office, with the ability to work remotely up to two days a week. Additional hours may be required for congregational events for which comp time would be given.

RESPONSIBILITIES

Maintain caring and professional communication with congregants regarding life cycle events such as baby namings, brit milah, weddings, and birthdays.
Collaborate with Operations team on maintaining the Temple Calendar of CRS programs, rentals, and special events; book spaces for internal CRS staff meetings, RSS daily activities, and deliveries, etc.
Manage monthly staff celebrations, annual staff parties (Chanukah and summer), and send full staff emails
Process and submit invoices in Concur and reconciling monthly bills for the DED
Screen incoming telephone calls on the main line, redirects appropriately, handles questions and follows up on issues as appropriate and in a timely manner
Perform hands-on administrative activities such as tracking and ordering office supplies and maintaining office machinery (folding machine, postage machine, and copiers)
Provide administrative support to other departments as necessary during certain times of the year, including the High Holy Days
Manage all incoming and outgoing mail
Order general use, holiday, and Shabbat items, track delivery, pay invoices
Maintain budget tracker for DED
Maintain the announcement board in front of the building
Manage office equipment – copiers & postage machine, call vendor as needed
Perform other related duties as assigned or required at the discretion of the DED.

QUALIFICATIONS

Bachelor’s degree
Experience with event planning a plus
Must be well versed in Office applications: Outlook, PowerPoint, Word, Excel and SharePoint
Strong written and speaking skills for clear and concise communication with congregants and staff.

REQUIRED SKILLS

Time Management: Able and willing to focus time on tasks that are more likely to meet goals; Uses time effectively and efficiently; values time and respects the time of others; concentrates his/her efforts on the most important priorities; can appropriately attend to a broad range of activities
Customer Orientation: demonstrates concern for and attends to the needs of the internal and external customer; projects a sense of empathy and understanding when dealing with customers; is able and willing to supply answers and resources that the customer finds satisfying.
Process Management: Good at figuring out the processes necessary to get things done; knows how to organize people and activities; understands how to separate and combine tasks into efficient workflow; knows what to measure and how to measure it; can see opportunities for synergy and integration; can simplify complex processes.