Independent Contractor: Community Administrative Coordinator

Posting Date: October 29, 2025

Issued by: Glacier Jewish Community, Flathead Valley, Montana

Proposal Deadline: November 12 2025

Contract Term: December 1, 2025 – December 1, 2026 (renewable annually)

Reports to: Steering Committee (GJC volunteer governing body) 

Introduction and Background

Glacier Jewish Community (GJC) is an independent, egalitarian congregation serving the Jewish community of northwest Montana. We are a welcoming “synagogue without walls,” bringing together Montanans from all walks of life with varied interests and in varied stages of life. We welcome newcomers, old timers, vacationers, full and part time residents, families and individuals.

Our mission is to cultivate a kehillah kedoshah—a sacred community—that connects Jewish and Jewish-adjacent individuals through meaningful spiritual, educational, and social experiences. We are a fun and informal group that values warmth, creativity, inclusivity, and the joy of Jewish life.

GJC seeks proposals from qualified independent contractors to serve as our parttime Community Administrative Coordinator. The selected contractor will coordinate programs, events, and communications, helping strengthen our community bonds and sustain a vibrant Jewish presence in northwest Montana.

Contract Details

This is a part-time independent contractor position averaging 5-10 hrs hours per week with predictable increased hours around the two key holidays in the fall and spring. The contractor is not an employee of GJC and is responsible for their own taxes, insurance, and benefits. A fully remote position will be considered for the right candidate.

Scope of Work

Provide independent professional services in three primary areas: administrative support, event management, and communications. 

1. Event Planning & Program Management

1. Plan and manage logistics for all GJC events and programs, including major holidays (High Holidays, Passover, Hanukkah, Purim) and regular gatherings such as Shabbat potlucks, services, study groups, and community celebrations.

2. Coordinate venues, catering, security, and other event needs.

3. Coordinate volunteers and guest presenters.

4. Maintain programming budgets, track RSVPs, and manage registration or payment processes.

5. Work with the Steering Committee  and visiting Jewish leaders to develop and manage program schedules and the congregational calendar.

2. Communications & Community Engagement

1. Manage all internal and external communications, including weekly newsletters, and periodic community updates, website maintenance, print mailings and signage. 

2. Serve as GJC’s primary communications contact and liaison with local media, interfaith partners, and regional Jewish organizations.

3. Serve as a welcoming first point of contact for members and visitors through the website or by email. 

4. Collaborate with the Board on outreach strategies, community partnerships, and vision implementation

3. Administrative & Reporting Duties

1. Establish policies and procedures regarding events and programming. 

2. Maintain clear records of expenditures, attendance, and engagement outcomes.

3. Provide monthly activity summaries or invoices outlining completed work and upcoming priorities.

4. Manage donor acknowledgement and record keeping of donations received.

5. Attend monthly Board meetings to provide updates and coordinate efforts.

Contractor Qualifications

1. Must possess an Independent Contractor Exemption Certificate from the State of Montana or a willingness to obtain one.

2. Demonstrate experience in event planning, community organizing, program administration, and communications.

3. Exhibit strong written and oral communication skills.

4. Have familiarity with Jewish culture, traditions, and holidays, and alignment with GJC’s inclusive values.

5. Be capable of working independently, managing multiple projects, and maintaining clear communication with volunteer leadership.

6. Have experience with or willingness to learn tools such as Constant Contact, DonorSnap, Gmail/Google Suite, and website management.

Deliverables

1. Calendar of annual GJC events and programs.

2. Management of an average of 1-3 holidays or events monthly, including major community events in the fall (High Holidays) and Spring (Passover). 

3. Regular communication materials (newsletters, emails, updates).

4. Quarterly reports summarizing engagement metrics, accomplishments, and recommendations.

Proposal Submission Requirements

Interested contractors should submit a written proposal/cover letter outlining your interest and qualifications, understanding of  GJC's mission, and approach to community engagement, communication, and event management. Please include your fee structure, inclusive of all costs, and 2-3 professional or community references. 

Submission Instructions

Please email your proposal as a single PDF to glacierjc@gmail.com with the subject line: RFP Submission – Community Administrative Coordinator. Questions may also be directed to this email.

Evaluation Criteria

Proposals will be evaluated based on the following criteria:

1. Demonstrated experience with event planning and community organizing.

2. Understanding of and alignment with GJC’s mission and values.

3. Quality of written communication and responsiveness.

4. Cost-effectiveness and clarity of fee proposal.

5. References and past performance.

Timeline

RFP Issued: October 29, 2025

Proposals Due: Rolling until November 12

Interviews Conducted: November 17-20

Contractor Selected: November 21

Contract Start Date: December 1