About Mishkan Chicago

Mishkan Chicago leads people toward more purposeful, more connected, and more inspired lives. We create Jewish spaces to bring your whole self, and be part of something larger than yourself. As we connect to one another and to a life-affirming Jewish tradition, we breathe new life into Judaism and we change the world.

Since our first service in 2011, Mishkan Chicago has evolved from a small startup into a national presence with more than 25 full-time and part-time staff serving 630 households both in Chicago and around the country.

We take our staff culture seriously, and we’ve developed workplace values to reflect how we show up for work: we innovate and see challenges as opportunities to learn and grow; we take care of ourselves and each other we belong to a team; we are invested in what we do, we create an enjoyable work environment; and we create a culture of respect, positivity, and empowerment amongst ourselves and for our community.

Position Overview

We are seeking a highly organized, detail-oriented, and proactive Program Administrative Assistant to join our team. The Program Administrative Assistant will work closely with the Director of Programs, the Senior Director of Programs, and other key stakeholders to ensure the smooth planning, communication, and execution of programs at Mishkan. This role involves a wide range of administrative and data management tasks, including coordinating program details and handling registration and attendee support. Success in this role requires strong proofreading skills, accuracy in administrative work, and the ability to manage multiple independent projects efficiently and on deadline.

This position will require working in depth with Mishkan's various digital systems for managing information, including GSuite, Slack, Asana, ShulCloud, and TicketTailor. Familiarity with these systems or their competitors (Monday.com. EventBrite, etc) is a plus.

In-person attendance at our office is required two days a week. All Full-Time staff are also expected to work onsite on the High Holidays (Rosh Hashanah, Kol Nidre, and Yom Kippur), and other major holidays as needed.

What You’ll Do:

Data Management and Registration Support (35%)

• Create data sets for audience segmented communications
• Create registration forms of varying complexity in our CRM, ShulCloud
• Collect and collate information about Mishkan's programs for use in registration and marketing materials
• Receive and process accommodations requests and individual inquiries to ensure all attendees' needs are met.
• Administer member and non-member transactions in ShulCloud
• Create and manage the TicketTailor storefront for High Holiday registrations.
• Provides support to box office and virtual attendees during Mishkan's High Holiday (Erev Rosh Hashanah, Rosh Hashanah, Kol Nidre, and Yom Kippur) and Adult Purim programs

Programs & Operations Administrative Support (35%)

• Updating, editing and maintaining the Programs Dashboard and Mishkan HQ Google Calendar
• Maintain website calendar with close attention to detail
• During regular office hours, assist others with basic office operations (answering the door, clearing printer paper jam, receiving packages, etc.)
• Taking accurate notes and managing hybrid access (Meeting Owl, Zoom link, projector) during regular meeting (Full Time Staff Meetings, Program Round-Ups, and other Program Department Meetings)
• Draft and send reminder emails for all Mishkan programs
• With guidance from the Director of Marketing, send targeted emails to promote programs and provide important information to participants.
• Assist the Director of Programs in monitoring Asana task completion for core Mishkan programming
• Assist in the organization and management of Mishkan's Shared Google Drive

School Administration Support (30%)

• Setting up enrollment in ShulCloud's School Module for Mishkan’s supplementary education programs: Mensch Academy (K-5th), Cohen Kadima (6th-8th), and MishTeens (9th-12th) programs
• Acting as registrar during the enrollment period, adjusting School registrations on the back end
• Creating and maintaining class lists and emergency information for Mensch Academy and Cohen Kadima Programs
• Managing billing spreadsheets for Mensch Academy enrollment payments and 4th Grade BMitzvah Date deposits
• Generating certificates and one-sheets of information for Mensch, Middle School, and High School programs

What You’ll Bring:

• Strong proofreading skills, including proofreading one's own work
• An ability to complete discrete administrative tasks quickly and with few errors
• The skill to execute multiple projects concurrently, ensuring timely delivery and adherence to project deadlines

Working Conditions:

• This role is based in the city of Chicago. Mishkan’s offices are in the Ravenswood neighborhood
• Exempt, Full-time employee - 40 hours a week with some evening, weekend, and holiday hours required
• Flexible working hours and conditions with the ability to work from home up to 3 days per week

Compensation and Benefits:

• The salary range for this position is $47,000-50,000 commensurate with experience.
• We offer excellent benefits including health insurance, flexible spending accounts, 401(k) with retirement matching, generous paid vacation and sick time, parental leave, and ample time off for office closures, federal holidays and some Jewish holidays. We offer a family-friendly, dynamic, and progressive workplace.
• This is a full-time, exempt, benefit-eligible position.