Membership and Office Administrator

Job title: Membership and Office Administrator Organization: Congregation Kol Emeth Location: Palo Alto, CA (on-site) Job type: Full-time, 40 hours/week (non-exempt; overtime eligible) Pay: $80,000 - $90,000 per year, depending on experience (about $38.50 - $43.25 per hour) Experience: 3+ years Category: Administrative / Office; Nonprofit; Membership / Member Services Keywords/tags: member services, membership, office administrator, front desk, CRM, database, billing, accounts receivable, ShulCloud, nonprofit, synagogue, Jewish community Apply: [email protected] About Kol Emeth Congregation Kol Emeth is a 600+ member traditional, egalitarian Conservative synagogue located in the heart of Silicon Valley. We are a close-knit community served by a collaborative staff, and we’re looking for someone who finds meaning in supporting the congregation. About The Role The Membership and Office Administrator leverages both technology skills and relationship skills to be the first point of contact for member transactions. This is a hands-on role: managing our CRM database (ShulCloud), handling regular financial transactions, and coordinating office administration. You will streamline the routine, high-volume work, including data entry, member records, deposits, invoicing, and front-line office support. This enables our part-time Controller to focus on higher-level financial oversight and our Executive Director to focus on strategic planning, fundraising, and community engagement. You will report to the Executive Director and receive guidance from the Controller on financial matters. Your time will be roughly 65% membership/CRM and transactions and 35% office administration, varying with seasonal and other needs. WHAT YOU'LL DO Membership CRM and database management Serve as the primary administrator of our membership/CRM database (ShulCloud). Keep member records accurate and up to date: contact information, family units, life-cycle events, and affiliation status. Manage dues billing cycles, pledge tracking, and payment plans, in coordination with the Controller. Generate membership and giving reports for the Executive Director, clergy, and committees. Track and process new member onboarding and resignations or changes in status. Manage user access and permission levels in ShulCloud, ensure data confidentiality, and periodically run data cleanup and integrity checks. Manage payment credits, adjustments, refunds, and failed or declined payments. Configure donation funds and campaigns, ensure proper tax-deductible classification of gifts, and generate donor acknowledgment letters and year-end contribution tax statements. Build and manage online event and program registration (for example, High Holidays, religious school, and fundraisers), including pricing, discounts, capacity limits, and member vs. non-member rates; track attendance, cancellations, and refunds. Manage system-generated member communications (statements, payment reminders, notifications) and respond to congregant inquiries about billing, donations, and payments. Serve as the primary contact for ShulCloud technical issues and the vendor's support team; document CRM procedures and train other staff or volunteers on ShulCloud as needed. Transactions With guidance from the Controller on the relevant systems and processes, you will: Process accounts payable in Bill.com: enter and code vendor invoices, route them for approval, process vendor payments, and maintain vendor files. Process accounts receivable: post member payments, donations, and program fees, and prepare and send invoices and dues statements. Prepare and make regular bank deposits and reconcile check batches to deposit slips. Maintain organized digital and physical financial records in line with the synagogue's retention policy. Prepare routine reports (for example, aging reports and batch summaries) for the Controller's review. Office administration Coordinate day-to-day scheduling and coverage with our part-time Administrative Assistant. Take care of HR administrative tasks: new-hire paperwork, timesheet collection, and benefits enrollment forms, in coordination with the Controller. Serve as a welcoming first point of contact for phones, the front desk, and general inquiries. Manage office supplies, vendor scheduling, and day-to-day facility coordination requests. Support scheduling and logistics for life-cycle events, meetings, and building use. Provide administrative support to the Executive Director and clergy as needed. Provide backup front-desk and reception coverage (phones, voicemail, the general office email inbox, and visitor and security procedures) on days and times when the Administrative Assistant is not scheduled. What You Bring 3+ years of experience in CRM data management, transaction processing, and/or office administration. Nonprofit or synagogue experience is strongly preferred. Bookkeeping, QuickBooks, and Bill.com experience is a plus, though not required. Experience with ShulCloud or a comparable membership/CRM and billing platform is strongly preferred. High attention to detail and comfort working with confidential financial and personal information. Strong organizational skills and the ability to manage multiple, competing priorities. A warm, professional interpersonal style suited to a congregational community. Familiarity with Jewish communal life and the rhythms of the Jewish calendar is a plus, not required. Schedule and Work Environment This is a full-time, 40-hour-per-week, non-exempt position. The role is primarily on-site during the synagogue's regular office hours, because front-desk coverage, member-facing interaction, and coordination with other staff are part of the job. Limited remote work may be arranged for select tasks outside open-office hours (for example, early morning or evening catch-up work), subject to supervisor approval. Some schedule flexibility around the High Holidays and major life-cycle event periods may be required, with advance notice and in coordination with the Administrative Assistant. Any time worked beyond 40 hours in a week must be pre-approved by the supervisor and is paid as overtime in accordance with California law. Compensation and Benefits $80,000 - $90,000 per year (about $38.50 - $43.25 per hour), depending on experience. Non-exempt; overtime eligible. Health, dental, and vision benefits. 403(b) retirement plan with employer matching. Paid time off. How To Apply Please send your resume and a brief cover letter to [email protected]. Applications will be reviewed on a rolling basis. Target start date: early December 2026. Congregation Kol Emeth is an equal opportunity employer. We do not discriminate on the basis of race, color, creed, sex, gender, gender identity or expression, sexual orientation, national origin, ancestry, age, marital status, medical condition, disability, military or veteran status, or any other characteristic protected by law. We provide reasonable accommodations to qualified individuals with disabilities in the application process and to enable them to perform the essential functions of this position, consistent with applicable law. Qualified applicants with criminal histories will be considered for employment in a manner consistent with the California Fair Chance Act. Applicants must be authorized to work in the United States.