Part-Time Administrative Assistant (Chicago, IL)

 

Organization Overview

Hebrew Seminary, founded in 1992, is a pluralistic, egalitarian, inclusive rabbinical school that prepares people as rabbis, pararabbis, and educators to serve all Jewish communities, including the Deaf community. Founded in 1992 by Rabbi Dr. Douglas Goldhamer to meet the needs of all Jewish communities, especially those traditionally underserved, Hebrew Seminary cultivates the highest commitment to traditional scholarship, such as Bible, Talmud, Hebrew, Jewish philosophy, and Kabbalah. This combined dedication of inclusivity and study teaches our students to be scholars, educators, and leaders, as well as spiritual guides who can experience and share the voice of God with members of their communities. More information can be found at: www.hebrewseminary.org.

 

Position Overview

Reporting to the President, the Administrative Assistant will support day-to-day operations, including daily office operations; accounts receivable and payable; and administrative support for Hebrew Seminary staff, faculty, and the Board of Directors.

 

A strong candidate will have a minimum of 2-4 years of administrative or bookkeeping experience, including work with Microsoft Outlook, Google Suite, Zoom, QuickBooks, NeonOne, WordPress, and/or similar software packages. This self-starter will have strong communication skills and be proactive, well-organized, and detail-oriented, with the ability to work collaboratively, prioritize tasks, and meet deadlines. This position is designed to fit a flexible 20-hour work week, distributed over the course of at least 4 days a week. Occasional availability at nighttime and weekends required. Most position functions can be performed remotely. Certain functions require presence at our office at SketchPad Chicago.

 

Position Responsibilities

Financial

  • Manage accounts payable and receivable, billing, and reporting, including tuition billing and payments; and submit financial documents and reports to Hebrew Seminary’s Accountant and Treasurer as necessary.
  • Manage ADP payroll system, and run periodic payroll reports.
  • Manage PayPal and other web-based financial accounts.
  • Manage and track tuition payments via QuickBooks invoicing, and deposit tuition checks.
  • Manage and track donations, donors, and donation acknowledgements/tax receipts via Neon One CRM; and deposit donation checks.
  • Assist in creation and tracking of annual budget, quarterly expense reports, and profit-and-loss reports in coordination with the Treasurer, President, Accountant, and Board of Directors; review operating costs, and suggest cost-saving measures.
  • Work with Accountant and Treasurer to ensure proper filing of tax returns and other government filings.
  • Make sure bills are paid on time.

 

Administrative

  • Maintain up-to-date lists for external and internal Seminary contacts.
  • Help coordinate meetings between Staff and Board members. 
  • Manage Hebrew Seminary’s internal calendar.
  • Work with Director of Marketing and Development to manage and update website with current content.
  • Support staff in planning, executing, and assessing of Seminary events and outreach, including webinars, fundraising, and programming.
  • Record minutes at Board and Staff meetings and disseminate to the necessary people.
  • Provide support to Board Chair for Board of Directors and Board committee meetings.
  • Manage office operations, including mail, e-mail, and phone communications.
  • Organize physical files at SketchPad and digital files on Google Drive, Dropbox, OneDrive, and other electronic databases.
  • Provide support for events (including classes), such as scheduling ASL interpreters for events; scheduling security for in-person and hybrid events; booking event locations; and overseeing access to Hebrew Seminary’s physical space.
  • Order and manage background checks for new employees.
  • Provide general administrative support for President.

 

Qualifications

  • A minimum of 2-4 years of administrative and/or bookkeeping experience, including work with such programs as NeonOne, QuickBooks, Microsoft Office, Zoom, Google Suite, WordPress, and/or related software.
  • Excellent organizational skills, creativity, and ability to problem-solve and prioritize tasks.
  • Strong written, verbal, and listening skills.
  • Ability to work both independently and as part of a team of diverse people.
  • Commitment to Hebrew Seminary’s mission.
  • Proficiency in American Sign Language or interest in learning a plus.
  • Comfort with graphic design a plus.
  • Availability to work in-person multiple times a week.

 

Compensation and Benefits

  • This half-time position of 20 hours per week pays $25,000 annually. 
  • Benefits include 10 days of Paid Time Off, closure of office operations on major and select minor Jewish and civic holidays, and ability to audit one Hebrew Seminary course tuition-free per semester.

 

To apply

Please submit to info@hebrewseminary.org a CV, cover letter, and contact information for three references.

 

Hebrew Seminary is an equal opportunity employer. Candidates will be considered without regard to race, color, religion, age, sex (including pregnancy), hearing status, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression or any other characteristic protected by federal, state or local laws.

As an equal opportunity employer, Hebrew Seminary strongly encourages applications from individuals with varied identities and backgrounds. This position will remain open until we have a diverse pool of candidates.