Program Coordinator

Reports to: Executive Director.
Works Closely With: Director of Building & Kitchen Operations, Heads of Schools, Clergy, and Administrative Staff.
Status: Full-Time.

Position Overview:
The Program Administrator is responsible for ensuring the successful implementation of synagogue programs at Congregation Har Shalom and events through careful planning, coordination, and logistical management. Working collaboratively with the Director of Building & Kitchen Operations, Clergy, Heads of Schools, and the Executive Director, this position ensures that all programmatic activities—ranging from educational events to community celebrations—run smoothly, efficiently, and with attention to detail. This position will be in person and require flexibility to be at various programs on some evenings and/or weekends.

Key Responsibilities:

Program Logistics and Coordination:
Manage the full logistical process for synagogue programs, classes, and events, including room setup, supplies, custodial support, and audiovisual needs.
Prepare and track work orders to ensure clear communication and timely execution by building and custodial teams.
Ensure spaces are prepared and presented appropriately for all programs and events.
Serve as a point of contact for staff and lay leaders regarding program logistics and operational needs.

Facility and Room Rentals:
Coordinate all room rental inquiries, scheduling, and contracts for internal and external users.
Liaise with the Director of Building & Kitchen Operations to confirm availability, set up requirements, and maintenance schedules.
Maintain accurate records of rental use, fees, and associated logistics.

Calendaring and Scheduling:
Maintain and oversee the synagogue’s master calendar, ensuring alignment across all departments and avoiding scheduling conflicts.
Work collaboratively with staff to confirm event details, timing, and room assignments.
Communicate updates proactively to all relevant stakeholders.

Qualifications:
Strong organizational and time-management skills with the ability to juggle multiple priorities.
Excellent communication and interpersonal skills.
Proficiency with scheduling, event management, and database systems (e.g., Outlook, Google Workspace, ShulCloud, or similar).
Experience in program coordination, operations, or event management preferred.
Flexibility to work some evenings, weekends, or holidays as required by synagogue programming.

Personal Attributes:
Highly detail-oriented, proactive, and dependable.
Collaborative team player with a service-oriented mindset.
Professional, warm, and respectful of the synagogue’s mission, values, and community environment.