Congregation Beth Shalom - Executive Director
The Executive Director oversees the operations of the synagogue to ensure that the organization runs smoothly and meets organizational objectives. The Executive Director must have:
- Excellent skills in interpersonal relationships and communications to work within a diverse, medium-sized Conservative congregation.
- Flexibility to meet the changing demands of the congregation and the position.
- A solid foundation in fiscal and facilities management.
- Experience in fundraising and entrepreneurial projects.
- Background in managing/mentoring personnel and human relations.
- Comfort with synagogue’s technical, computer, telephone systems and web presence.
Personal attributes include:
- Ability to foster community.
- Problem-solving skills.
- Work as a team player with clergy and lay leadership.
- Diplomatic and a strong communicator.
- Play a senior leadership role.
The Executive Director must have strong respect for the Jewish religion and culture.
This staff position is expected to provide some Shabbat and holiday coverage on most holidays (Rosh Hashanah, Yom Kippur, Sukkot, Simchat Torah, Purim, Scholar-In-Residence weekend, large synagogue fundraiser(s), congregational annual meeting, and at ten Shabbat and occasional major life cycle events of members.)
The Executive Director must be able to work a flexible schedule in order to staff committee meetings and events during evening hours (typically one night per week) and a limited number of weekends.
The vision, practices, policies, and overall direction of the synagogue are set by the Rabbi and the Board of Directors. The Executive Director is the main staff person responsible for their implementation. S/he is the first responder for non-pastoral emergencies such as security or facilities problems and provides additional support when the Rabbi is away. The Executive Director reports to the President of the Congregation.
A.Financial Responsibilities
Sound fiscal management in day-to-day operations:
- Prepares the annual budget, with appropriate input from the Treasurer and others, for review by the Finance Committee and approval by the Board. Controls expenditures within the overall constraints of the approved budget. Supplies departments with expense reporting as needed. Regularly reports financial conditions to the Treasurer and senior staff (or department directors).
- Assures CBS follows General Accepted Accounting Practices (GAAP) for nonprofit organizations, each month’s books are reconciled and final monthly report provided to the Treasurer, Finance Committee and Board of Trustees during their respective meetings. Ensures an effective independent annual financial review.
- Monitors all funds including Special Funds, Capital Campaign and Endowments.
- Communicates privately to the Rabbi, President and Treasurer about members experiencing financial difficulties.
- Handles and authorizes all financial requests for dues and tuition reductions and adjustments.
B. Administrative/Operations Responsibilities
General Admin/Operations
Supervise the synagogue’s administration and day to day operations, set appropriate goals and mentor numerous members of the staff to completion of goals:
- Directly supervise Front Office Coordinator, Bookkeeper, Facilities Staff, Receptionist, Early Childhood Center Director, Program Coordinator, and temporary employees. Life Cycle Coordinator receive co-supervision with Rabbi.
- Assure direct report positions are fully staffed with competent team members who receive appropriate training and supervision. Set goals with direct reports and ensure they meet goals. Supervise administrative and operational support for lay leadership, Board, committees and other groups. Supports and supervises the financial, facilities and human relations needs of the Education Director and Early Childhood Director.
- Oversee a central calendaring process for all events held at CBS and related to CBS. This especially includes A) coordinating staff coverage when the rabbi is out of town and B) vacation coverage for senior and administrative staff making sure there is adequate coverage. Inform and coordinate information with all departments.
Human Resources
- Coordinate the development of all office policies and procedures. Maintain an employee handbook and orientation guide.
- Manage all employee benefit programs.
- Final approval of all hiring, disciplinary actions, terminations and salary issues for all staff, except Rabbi, Education Director and Early Childhood Director.
Relationships with Vendors, Tenants, and Partners
- Monitor and implement contracts, agreements, professional and business relationships with tenants, contractors, banks and general business contacts.
IT
- Act as primary technical support for all telephone, computer systems and software, including synagogue Microsoft exchange network, database and servers. Work with outside support company as appropriate to troubleshoot and ensure regular back up is made of all synagogue computer files.
- Responsible for the continued effectiveness of computer, web and telephone capabilities throughout the synagogue to include: on-going staff training, efficient use of networking capabilities, retrieval of demographic information, efficient billing system, effective communication methods, and internal financial information.
Facilities
Oversee facilities, staff and volunteers, set appropriate goals and mentor to completion of goals to accomplish the following:
- Assure necessary physical, financial and administrative arrangements to facilitate the religious, spiritual and educational programs of the congregation are provided in a timely and appropriate manner.
- Supervise maintenance of building and grounds in a safe, clean and attractive condition. Ensure that all equipment operates in an efficient and effective manner, throughout CBS’s main building and in all CBS-owned properties. Plan ahead for new growth and renovations with the appropriate committees.
- Rent synagogue rental properties and maintain to legal standards. Handle private rentals of synagogue by outside parties and congregants.
- Update and publish Emergency Evacuation Plan, Snow and other Closure Plans, etc. as needed.
- Ensure efficient and appropriate operation of the Cemetery, in coordination with the Rabbi and Cemetery Committee.
Security
- Uphold and maintain security standards as determined by synagogue leadership.
- Collaborate with law enforcement and security agencies to assure the safety CBS facilities, membership and staff.
- Procure appropriate security coverage when deemed necessary.
- Maintain a security-related communication network with other Jewish professionals, agencies and organizations.
C. Fundraising/Development
- Staff liaison to create, implement and support annual and long-term development strategies and implement said strategies developed in coordination the Development Committee. Ensure lay leadership has appropriate administrative support.
- Develop and explore new revenue streams.
- Track and monitor actual fundraising results versus budget to assure CBS achieves financial goals and annual budget.
- Assure that when CBS receives donations, Administrative staff and/or volunteers send acknowledgment notices promptly and that Bookkeeper codes properly.
D. Membership
Supervise and implement membership, retention and outreach activities, planning and coordination with the Membership Committee and with staff. Set appropriate goals and mentor to completion of goals to accomplish the following:
- Ensure that membership inquiries are answered with positive and helpful information about Beth Shalom. Follow up with inquirers and cultivate prospective members toward a positive membership outcome.
- Assist new members in arriving at Fair Share dues level.
- With regard to integration of new members, share information learned in new member intake with Rabbi and Administrative staff. Regularly monitor and share feedback email.
- Develop programs and activities to maximize retention of members. Regularly attend and interact with current and prospective members at important congregational holidays, community dinners and special events. Serve as primary advisor and troubleshooter for congregant and committee concerns and issues.
E. Programs
- Personally staff the following committees: Board, Building, Cemetery, Executive, Finance, Fundraising, Membership, Shabbos Chefs, and Security, and potentially other ad hoc committees. Staffing includes program planning and coordination, cultivation of leadership and partnering with lay leaders.
- Ensure implementation of program planning and coordination, appropriate goals and mentor to completion of goals. Facilitate operational side of short and long-term planning efforts of appropriate committees with committee chairperson(s).
- Collaborate with the Rabbi to assure appropriate involvement in the development and implementation of programs to serve the needs of the congregation.
F. Board of Directors
- Provide accurate and complete information relative to subjects requiring Board consideration.
- Assist in orientation of new Board and committee members to facilitate their meaningful participation.
- Develop and publish executive and board agendas in concert with the president.
- Make policy recommendations as appropriate.
- Maintain board records and policies.
G. Marketing
Work with staff to maintain a positive communications network through:
- Publication of the monthly Ruach newsletter, weekly Shavuon, weekly Cybershul and any other informationl materials in an effective and timely manner.
- Effective use of external and social media.
- Develop and implement programs to identify and provide outreach to the unaffiliated to make them aware of CBS’s programs and services.
H. Congregational/Community Relations
- Participate in a limited number of outside activities in the Jewish and general communities in a manner that positively represents CBS.
