Lower School Office Manager

Beth Tfiloh Congregation & Schools; Pikesville (MD); On-site; USD 50,000 - 70,000; Full time

Job summary

Beth Tfiloh Dahan Community School is seeking an organized Lower School Office Manager to coordinate administration, student records, and family support. You will maintain databases, support teachers, and ensure timely reporting and smooth operations across the Lower School.

The role requires strong communication, confidentiality, and technological proficiency in Microsoft Office, Blackbaud, and the LMS. You will collaborate with staff to improve office procedures and service quality in a

Qualifications

• Excellent organizational and time management abilities.
• Ability to manage multiple projects and deadlines.
• Strong interpersonal and customer service skills.
• Commitment to confidentiality and professional judgment.
• Proactive problem solving and independent work ethic.

Responsibilities

• Serve as the primary administrative support for the Lower School office and manage databases and systems.
• Coordinate and maintain report cards, backend prep, and quality control for academic records.
• Act as welcoming point of contact for families and communicate procedures clearly in person, by phone, and by email.
• Coordinate ordering, monitor inventory, and work with vendors to process purchases and deliveries.
• Assist with planning school events and prepare documents, spreadsheets, and correspondence.

Skills

Organizational skills

Time management

Attention to detail

Multitasking

Interpersonal skills

Communication skills

Confidentiality

Independent work

Tools

Microsoft Office Suite

Blackbaud

LMS (Learning Management System)

Database management

Job description

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.

Essential Responsibilities

School Operations & Administrative Systems

• 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.

Academic & Student Information Management

• 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.

Family & Faculty Support

• 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.

Purchasing & Inventory Management

• 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.

Organizational Support

• 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.

Qualifications

Required Skills

• 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.

Technical Skills

• 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.

Personal Qualities

The successful candidate will be:

• 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.

Beth Tfiloh Dahan Community School is a vibrant independent day school rooted in Jewish tradition and committed to academic excellence.

While our identity is grounded in Orthodox heritage and modern Jewish life, we welcome faculty of all backgrounds who are inspired by our mission and eager to contribute to a values-driven educational community.

Our educational philosophy centers on fostering ethical character, intellectual curiosity, respect for diverse perspectives, and a deep sense of community responsibility. We provide an environment where students engage deeply with Jewish learning while pursuing rigorous academics across all disciplines.

Faculty members at Beth Tfiloh serve as mentors and role models, helping students grow as thoughtful, compassionate, and engaged citizens. Applicants of all faiths and cultural backgrounds who share our passion for education and our commitment to developing well-rounded young people are encouraged to apply.