Lower School Office Manager

Beth Tfiloh Dahan Community School•Baltimore, MD

7d•Onsite

About The Position

The Lower School Office Manager serves as the organizational hub of the Lower School, ensuring that daily operations run smoothly, efficiently, and with exceptional customer service. This individual is responsible for managing the systems and processes that support teachers, students, and families while creating a warm, welcoming, and responsive experience for everyone who interacts with the Lower School office. The ideal candidate is highly organized, detail-oriented, proactive, and technologically proficient. They are equally comfortable managing complex administrative systems as they are helping a parent with a question or supporting a teacher with an urgent need.

Requirements

Excellent organizational and time management skills.
Strong attention to detail and accuracy.
Ability to manage multiple projects and deadlines simultaneously.
Outstanding interpersonal and customer service skills.
Strong written and verbal communication skills.
Ability to maintain confidentiality and exercise sound judgment.
Self-motivated with the ability to work independently while collaborating effectively with a team.
Advanced proficiency in Microsoft Office Suite.
Ability to learn and become highly proficient in Blackbaud and the school’s Learning Management System.
Comfort working with databases, spreadsheets, and digital administrative systems.
Strong aptitude for learning new technology platforms.
Warm, welcoming, and relationship-oriented.
Exceptionally organized and systems-minded.
Calm under pressure and able to prioritize competing demands.
A proactive problem solver who anticipates needs before they arise.
Flexible and adaptable in a fast-paced school environment.
Committed to providing outstanding service to students, families, faculty, and staff.
Passionate about creating systems that improve efficiency while maintaining a caring and positive office culture.

Responsibilities

Serve as the primary administrative support for the Lower School office.
Maintain and manage key school databases and administrative systems.
Demonstrate proficiency in Microsoft Office (Word, Excel, Outlook, PowerPoint), Blackbaud, and the school’s Learning Management System (LMS).
Learn and troubleshoot school technology platforms and assist faculty and parents with routine questions.
Develop efficient systems for organizing information, files, and workflows.
Continuously look for ways to improve office procedures and operational efficiency.
Manage the administrative setup and maintenance of report cards, including backend preparation and quality control.
Coordinate and set up parent-teacher conference scheduling.
Support grading and reporting timelines to ensure deadlines are met.
Assist with student records and academic administrative processes as needed.
Serve as a welcoming point of contact for Lower School families.
Respond promptly and professionally to questions from parents and teachers regarding school procedures, schedules, forms, and processes.
Communicate clearly and courteously in person, by phone, and via email.
Help ensure families receive accurate and timely information.
Coordinate ordering of classroom supplies, instructional materials, books, and office supplies.
Monitor inventory levels and proactively reorder materials as needed.
Work with vendors to obtain pricing, process orders, and track deliveries.
Maintain organized records of purchases and inventory.
Assist with planning and logistical coordination for school events and projects.
Prepare documents, spreadsheets, reports, and correspondence.
Manage multiple priorities simultaneously while maintaining exceptional attention to detail.
Perform additional administrative responsibilities as assigned.