Youth & Family Engagement Operations Coordinator

Job Description

Job Description

Hours : This is a part-time, approximately 24-hour-per-week position, generally scheduled Tuesday through Thursday. During the Religious School year, the Coordinator is expected to be on-site during Tuesday and Wednesday afternoon/evening programming to provide a consistent adult administrative presence while students, families, and faculty are in the building.

 

Anticipated schedule during the Religious School year:

• Tuesday: Approximately 10:30 AM–6:30 PM (programming from 5:00–6:30 PM)

• Wednesday: Approximately 10:45 AM–6:45 PM (programming from 5:15–6:45 PM)

• Thursday: Approximately 9:00 AM–5:00 PM

 

During Tuesday and Wednesday programming, the Coordinator will remain available to answer phones, monitor email, assist families and staff with routine administrative needs, and continue other departmental work.

 

When Religious School is not in session, the schedule offers greater flexibility. The Coordinator may maintain their regular hours or work a more traditional daytime schedule, such as 9:00 AM–5:00 PM, in coordination with the Director. The department values flexibility, and reasonable scheduling adjustments can be arranged collaboratively.

However, Tuesday and Wednesday evening availability during the Religious School year is an essential requirement of the position.

 

Actual paid hours and meal breaks will follow Temple Israel's employment policies.

 

Job Summary:

 

Temple Israel of Charlotte is seeking a highly organized, proactive, and experienced Youth & Family Engagement Operations Coordinator to manage the administrative systems and day-to-day operations supporting our educational and family engagement programs. This position supports Temple Israel Religious School (TIRS), family education, young family programming, youth groups, teen engagement, and other departmental initiatives.

 

This is not an entry-level assistant role. It is a professional administrative position responsible for coordinating and maintaining the department's day-to-day operations. The ideal candidate is a skilled administrative professional who thrives in a busy, people-centered environment, takes initiative, anticipates needs, and brings exceptional organizational and technical skills to their work. They should be comfortable managing multiple priorities, improving existing processes, and independently seeing responsibilities through to completion.

 

Major Duties & Responsibilities:

 

The Coordinator will independently manage recurring administrative functions and serve as a reliable point of contact for the department.

1. Departmental Administration & Communications

• Manage the departmental email inbox and phone messages, responding to routine inquiries and ensuring timely follow-up.

• Draft, format, and distribute newsletters, announcements, reminders, and other communications in collaboration with educational leadership.

• Maintain departmental calendars, communication schedules, contact lists, and administrative deadlines.

• Serve as an administrative resource for parents, teachers, tutors, and staff, referring sensitive or complex matters to educational leadership.

 

2. Student Records, Registration & Database Management

 

• Maintain accurate student and family records in ShulCloud and Monday.com, including registrations, rosters, attendance, contact information, and email distribution lists.

• Track enrollment, registration requirements, and program participation; generate reports and lists as needed.

• Maintain confidential student information, including medical, allergy, and emergency contact records, in accordance with established procedures.

• Identify and resolve database discrepancies in coordination with appropriate Temple Israel staff.

• Coordinate administrative preparation for Religious School, family programs, youth activities, and other departmental initiatives.



 

3. Purchasing, Expense Reporting & Materials

 

• Manage departmental supply inventory, approved purchasing, order tracking, returns, and replacements.

• Prepare and submit departmental expense reports, organize receipts, track reimbursements, and coordinate with the Finance Department to ensure accurate and timely documentation.

• Coordinate printing, preparation, and organization of classroom and program materials.

 

4. Administrative Systems & Workflow Management

 

• Maintain organized digital records, spreadsheets, shared folders, and departmental resources.

• Develop, document, and maintain reliable administrative workflows that improve efficiency, accuracy, and continuity.

• Track recurring deadlines, outstanding tasks, and follow-up items, proactively communicating needs or concerns.

• Support departmental use of ShulCloud, Microsoft 365, SharePoint, monday.com, and other administrative platforms.

 

Additional Departmental Support

 

In addition to core responsibilities, the Coordinator will support other administrative projects as time and departmental priorities allow, including:

 

• Coordinating substitute teacher outreach, schedules, and related documentation.

• Assisting with faculty onboarding paperwork, timesheet collection, and administrative recordkeeping.

• Scheduling parent–teacher conferences, faculty meetings, and departmental appointments.

• Supporting registration and logistical coordination for special events, teen programs, and educational trips.

• Organizing and archiving departmental photographs, communications, and program materials.

• Collaborating with other Temple Israel departments on shared administrative processes and special projects.

 

Core recurring responsibilities will take priority, with additional projects assigned based on available capacity and departmental needs.



 

Qualifications

 

1. Required 

 

• Demonstrated professional experience in administrative coordination, office management, operations, or a comparable role.

• Exceptional organizational skills, attention to detail, and ability to manage multiple responsibilities and deadlines.

• Strong proficiency with Microsoft Office, particularly Outlook, Word, and Excel, including the ability to manage spreadsheets, track information, and organize data effectively.

• Experience working with databases, digital recordkeeping, shared files, and administrative systems.

• Strong written and verbal communication skills, with a professional and welcoming approach to colleagues and families.

• Ability to work independently, exercise sound judgment, solve problems, and take ownership of responsibilities without constant direction.

• Demonstrated ability to establish efficient systems, anticipate needs, and follow projects through to completion.

• Professionalism, discretion, and commitment to maintaining confidentiality.

• Ability to learn new software and administrative platforms quickly.

• Availability to work on-site during required Tuesday and Wednesday program hours.

 

2. Preferred

 

• Experience with ShulCloud, SharePoint, Monday.com, or similar database and project management systems.

• Experience supporting multiple programs, departments, or teams in a fast-paced office environment.

• Experience in an educational, nonprofit, or community-based organization.

• Familiarity with Jewish communal life and educational programming.

 

Prior synagogue or Jewish organizational experience is not required. Strong administrative expertise, technical proficiency, initiative, and organizational skills are the primary qualifications for this position.

 

Education and Experience:

 

· Bachelor’s degree preferred, not required, with equivalent education, training, and practical experience accepted.

· Three or more years of experience in administrative coordination, office management, operations, or a comparable professional role preferred.

· Demonstrated experience managing calendars, maintaining records, coordinating schedules, and supporting multiple programs or teams.

· Experience using Microsoft Office, particularly Outlook, Word, and Excel, along with databases, spreadsheets, and digital recordkeeping systems.

· Experience independently managing administrative responsibilities, prioritizing competing deadlines, and improving organizational processes.

· Previous experience in an educational, nonprofit, membership-based, or community organization is helpful but not required.

Comprehensive benefit plan available.

Effective Date – We will begin interviewing successful candidates as soon as applications are received. Background and reference checks must be completed prior to the official start.

 

Disclaimer:

The above statements describe the general nature and level of work performed by the person(s) assigned to this job. They are not intended to be construed as an exhaustive list of all responsibilities, duties, and skills required of personnel