Temple Har Zion (THZ) is a vibrant and inclusive Jewish institution committed to fostering a sense of community, promoting spiritual growth, and engaging individuals of all backgrounds. We are currently seeking an organized, energetic, and friendly Clergy Assistant & Lifecycle Coordinator to join our dedicated administrative team. This position reports jointly to the Rabbi and Cantor.

This pivotal role combines administrative support for THZ’s clergy members with coordination of all lifecycle events within the synagogue community. The successful candidate will be highly organized, detail-oriented, and able to manage multiple responsibilities with enthusiasm and care in a fast-paced, dynamic environment.

Clergy Administrative Support

• Calendar Management: Booking and scheduling all appointments for both clergy members, using discretion to anticipate needs
• Interface with Members: Initial point of contact for temple members and community guests, helping to connect all individuals to clergy
• Clergy Bookkeeping: Manage clergy receipts & invoices, prepare expense reports, and support in budgeting
• Pastoral Care Administration: Manage and oversee Mi Shebeirach list, liaise with Chesed committee, ensure all details are confidentially and appropriately tracked in proper software
• Shabbat Administration: Prepare and send weekly Morning Minyan and Shabbat Announcements and handouts, manage livestream program (Streamspot), including scheduling streaming for all programs/events/services and managing archives.
• Communications: Triage of voicemail and emails, handle confidential correspondence, oversee and schedule Emergency Line volunteers
• General Administrative Support: Greet and assist members, visitors, vendors, etc. in person, answer phone and door buzzer as needed/required, manage and direct email and “Contact Us” inquiries to appropriate staff members
• Other Duties: Provide support for various administrative tasks and staff as assigned.

Lifecycle Event Coordination

• Births, Brit Milah & Baby Namings: Communicate with families, ascertain all details, create certificate and enter details into register and database
• B’nai Mitzvah: Oversee and manage all B’nai Mitzvah details and bookings, including date selection, book and supply orders, meetings with clergy, weekly tutoring sessions, rehearsals, honours, and contracts
• Weddings: Maintain ongoing communication with couple, arrange all meetings and courses with the rabbi, prepare all paperwork and enter details into register and database
• Intro to Jewish Life/Conversion: Manage inquiries for the conversion program, maintain ongoing communication with candidates, including setting up appointments with the rabbi, arrange appointments with Beit Din and Mikvah, enter all relevant details and documentation into register and database
• Death & Funerals: Liaison with Funeral Homes and Cemeteries for clergy availability and details of deceased, coordinate Shiva details with Mitzvah committee, update database with details of death, prepare and send Bereavement notices
• Yahrzeit: Prepare and send bi-weekly Yahrzeit notices and Shloshim & Yahrzeit lists for Morning Minyan and Shabbat Announcements, prepare and maintain Yahrzeit memorial light list for custodians, ensure all Yahrzeit details in database are updated and correct
• Other Duties: Provide support for various administrative tasks as assigned.

Qualifications

• Interpersonal skills: Warm, welcoming, results-oriented professional with exceptional interpersonal skills and follow-through concierge service; Dependable, self-motivated, self-disciplined, and team-oriented with the ability to problem solve
• Communication Skills: Excellent written, verbal, and digital communication skills; Capacity to build trust and maintain confidentiality, ability to exercise discretion and deal with confidential information
• Technical Skills: Proficiency in Microsoft Office Suite (Word, Excel, Outlook, SharePoint, Teams), familiarity with Constant Contact and Zoom, experience working with a CRM (preferably ShulCloud), and/or ability to learn new software
• Organizational Skills: Strong attention to detail and high level of organizations excels in a fast-paced environment, manages time and priorities effectively, calm under pressure
• Experience: Strong knowledge and understanding of lifecycle events, Jewish customs/rituals and practice
• Education: College level education (diploma or bachelor’s), and/or experience in administration or a closely related field preferred

About Temple Har Zion

Temple Har Zion is a Reform congregation that connects tradition with modern Jewish values. We are an inclusive, diverse, multicultural, and multigenerational congregation. Our focus is warmth, friendship, caring, and acceptance. We welcome Jews by heritage, Jews by choice, secular Jews, and interfaith families, as well as members of all ethnicities, abilities, socioeconomic statuses, political affiliations, ages, sexual orientations, or gender identities. We encourage participation from all who seek a connection to a Jewish way of life and want to be part of our religious community.

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Additional Information

● This is a full-time, in-person, permanent position to commence on May 5, 2025.

● Salary range is $45,000-$52,000 annually commensurate with experience, plus medical and dental benefits, and Temple Har Zion membership.

To Apply

Please submit your résumé and cover letter to search@harzion.ca with the subject line: “Clergy Assistant & Lifecycle Coordinator” by noon on Monday, March 24, 2025. While we thank all applicants for their interest, only those selected for an interview will be contacted.

Temple Har Zion values the diversity of people and communities and is committed to excellence and creating an anti-racist, inclusive and equitable Jewish space.

Temple Har Zion welcomes and encourages applications from people with disabilities. Accommodations are available on request for candidates participating in all aspects of the selection process.