Description
Congregation Beth Am in Los Altos Hills, California, is a large, dynamic Reform synagogue. Founded in 1955, and serving over 1,100 member households on the San Francisco Peninsula, Beth Am translates to the “House of the People.” We offer a welcoming, multigenerational community with diverse worship services, education programs, community-building events, and social justice initiatives.
Working out of Beth Am’s administrative office at its gorgeous and historic campus, the Administrative Coordinator provides administrative and operational support to facilitate the efficient functioning of Congregation Beth Am.
The person in this role is a liaison between the Congregation’s 3,000+ members and congregant-led clubs and initiatives, and serves as a key point of contact for internal staff and congregants, security personnel and other supply vendors, helping to organize information, track tasks, and support the implementation of congregational initiatives. Strong people skills, organizational skills, curiosity, initiative, relationship building, joy, and pride in our shared success are needed for the role.
Primary Responsibilities:
Organize room reservations and schedules, rentals, manage communications, maintain records, and assist with projects and day-to-day administrative activities.
Manage scheduling for group meetings with staff: emailing, organizing, using digital scheduling tools
Provide administrative support for large events, including organizing meal catering and logistics for weekly shabbat evening refreshments
Regular coordination with Facilities Manager to ensure set ups and staff coverage for events
Create event layouts and timelines if necessary
Managing event tablecloth linen laundry pickups and deliveries
Teamwork and “cross training” with other office administrative tasks
Provide basic technology assistance to congregants, including helping them sign in, sign up for events, and navigate our online resources
Manage facility reservations and rentals: answer questions, follow up with inquiries, and collect payment(s)
Ensure security is scheduled for appropriate events on campus
Front office presence and perform general administrative work
Serve as a welcoming first point of contact for visitors and congregants in person and by phone, provide helpful information and direct inquiries appropriately
Support smooth event function all year, including minor technology setups and troubleshoot for congregant meetings and events, as requested
Manage congregant room request through forms and systems
Collaborate with Membership Department for new member onboarding process
Other duties as assigned
Requirements
Qualifications and Skills
Bachelor’s degree or equivalent experience and education.
At least two years of administrative, office, or internship experience.
Demonstrated organizational skills to track and complete a variety of tasks with competing deadlines.
Demonstrated ability to monitor own work and ensure the final results/product is accurate.
High Proficiency with Microsoft Office Suite, and its Google counterparts, including PowerPoint, Word, and Excel, as well as online meeting products (Google meet, Teams, Zoom).
Demonstrated ability to suggest efficient ways to complete tasks.
Ensure accurate information is requested to understand objectives and end goals.
Demonstrated ability to set up and maintain hard and soft copy filing systems.
Program or event coordination experience preferred.
Demonstrated ability to diplomatically address concerns raised by community members or customers.
Sensitivity, curiosity, and familiarity with Reform Jewish customs and traditions is preferred.
Demonstrated ability to nurture supportive, friendly, and collegial relationships with peers.
Physical and Mental Job Requirements
The following physical and mental requirements describe the general nature of the work performed in this position. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Physical Requirements
Ability to communicate effectively with others in person, by phone, and electronically.
Ability to operate standard office equipment such as computers, printers, and phones.
Ability to remain in a stationary position for extended periods while working at a desk or computer.
Ability to move about the office and campus spaces to coordinate meetings, events, and vendor access.
Ability to occasionally move boxes or event supplies weighing up to approximately 20 pounds.
Cognitive and Mental Requirements
Ability to manage multiple tasks, prioritize responsibilities, and maintain organization in a dynamic office environment over an 8 hour work day.
Ability to communicate clearly and professionally with diverse members of the community.
Ability to use judgment and problem-solving skills to address scheduling, event coordination, and logistical needs.
Ability to maintain attention to detail when managing calendars, documents, and communications.
The essential functions and basic skills have been included. It is not intended to be construed as an exhaustive list of all functions, responsibilities, skills, and abilities. Additional functions and requirements may be assigned by supervisors as deemed appropriate. This position description is subject to change.
