TBS Early Childhood Center Administrative Associate

Temple Beth Sholom Early Childhood Center
Administrative Associate
Full Time (M-F 9:45-5:45pm)
See salary & benefits breakdown below

POSITION DISCRIPTION: TBS ECC (Preschool) is looking for a responsible, organized, and detail-oriented individual to support the administrative and operational efforts of the organization. This individual has solid experience in problem-solving, project management and data management in a school setting, overseen by the Director of Early Childhood Education.

PRIMARY RESPONSIBILITIES:

Administrative Support:

• Perform basic administrative duties that support the Director such as but not limited to answering phone calls and emails, managing calendars, vendor follow ups, request forms from teachers, and student intake files.
• Develop the annual school year and camp calendars with the ECC Director.
• Update the Preschool's web presence through our website and social media in collaboration with the TBS administrative team.
• Support programs and events by creating and distributing visual marketing materials.
• Create and maintain forms for Preschool programs, including enrichment classes, summer programs, and other events/programs.
• Assist in planning and hosting family events such as special shabbat dinners, holidays, celebrations, and more.
• Assist the Director with the creation and implementation of summer programs.
• Ensure all students are signed in and signed out, and bill for missing signatures.
• Bill families for enrichment, late pick up, summer programs, and other additional programs outside of tuition.
• Distribute important school related messaging through email and text/WhatsApp in a timely manner.

Student Records & Compliance:

• Maintain complete and up-to-date student files, including health and immunization records, tracking to alert families when updates are needed and report to the state as required.
• Organize and follow up on intake files for incoming families or additional students joining older siblings.
• Create and upkeep enrollment forms for regular school year and summer program for both the office and classroom records.
• Enter and update student and family data in ShulCloud (CRM) and maintain accurate records for both TBS and preschool needs.
• Annually update the full school roster for Social Services licensing.

Classroom Support:

• Create and update daily sign-in sheets for families.
• Provide teacher support by stepping into the classrooms to relieve teachers for necessary breaks.
• Substitute in classrooms when regular staff are unavailable.
• Address minor health concerns - such as scrapes, bumps, or illness.
• Assist Director in distributing classroom and workroom supplies as needed.
• Ensure each classroom's weekly newsletters and all parent communications are posted on the parent board. Additionally, ensure that a copy each newsletter is placed in the designated newsletter binder.
• Support staff in creating graduation books, class storybooks, or other projects at the discretion of the ECC Director.
• Oversee the afterschool program - to ensure staff presence and provide support when needed.
• Step in as acting supervisor when the Director is unavailable.

Additional Skills Requested:

• Excellent organizational and time-management skills.
• Proficient in Microsoft Office/Google suite applications, Canva and Adobe Suite a plus.
• Strong computer and internet skills, flexibility, excellent interpersonal and professional communication skills verbally, via email, and letter writing.
• Solid experience working with integrated CRM software (ShulCloud), email marketing, etc.
• Experience working with Social Media platforms (Facebook, Instagram).
• Be able to work autonomously and within a team.
• Schedule flexibility to attend occasional evening and weekend events.
• Knowledge of Judaism and Jewish customs a plus.
• Early childhood credits a plus.
• Bilingual in English and Spanish a plus.

Job Type: Full-time in office/on location

Salary: $45,000-$52,000 depending on experience

Benefits: Medical/Dental/Vision; discounted Early Childhood Center tuition (3 months - TK), vacation, membership for those who qualify.