Lower School Administrative Assistant

 LOWER SCHOOL ADMINISTRATIVE ASSISTANT  

Start: July 1, 2025

OUR MISSION

Gilman is a diverse community dedicated to educating boys in mind, body, and spirit through particular emphasis upon academic excellence, athletic participation, and aesthetic appreciation. Gilman seeks to produce men of character and integrity who have the skills and ability to make a positive contribution to the communities in which they live and work. 

OUR COMMITMENT

 Educating the Whole Boy

For more than a century, Gilman’s mission has remained exceedingly focused: to unlock the greatness within each boy by educating the entire boy — mind, body, and spirit. To accomplish that goal, we provide space and opportunity for crucial learning and self-expression to take place. We believe that boys experience transformative learning when they connect disciplines, people, and ideas in ways that deepen their sense of self and serve the needs of others. 

Our rich and comprehensive program, our immeasurably talented and interesting faculty and students, and our belief in the character traits embodied by the Gilman Five — Honor, Integrity, Respect, Humility, and Excellence — combine to form the foundation of an educational environment dedicated to helping boys grow into men of character.

Community, Inclusion, and Equity

Gilman’s commitment to community, inclusion, and equity is founded on the belief that our community is strengthened by the vibrant exchange that occurs when individuals with different backgrounds and heritages share their perspectives with one another. Through the recognition and acceptance of our many differences, we learn to appreciate and respect the complexity of the world in which we live and develop essential skills that help us forge productive relationships with those around us.

We are proud of our history as a school that has, for several generations, taken the lead on matters of diversity, inclusion, and equity. Gilman students and faculty come from many different backgrounds: 41% of students and 22% of faculty identify as people of color. We continue to build on that legacy through our steadfast commitment to inclusion and equity initiatives on local, state, and national levels.

OUR SCHOOL

Gilman School is a pre-kindergarten through twelfth-grade private independent day school for boys. Set on a 57-acre campus in the northern part of Baltimore City, Gilman serves roughly 1,000 students in three divisions. The School has a full-time faculty of nearly 140, and the average class size is 16 students.  

WHAT YOU WILL DO: 

The Administrative Assistant for the Lower School will provide administrative and operations support to the Lower School Head, Assistant Lower School Head, faculty, staff, and students in the Lower School. 

• Oversee daily operations of the Lower School office, ensuring it runs efficiently and effectively. 

• Manage the calendars for the Head of Lower School and Assistant Head of Lower School, scheduling meetings, events, and appointments. 

• Coordinate meetings with faculty, parents, and external stakeholders, ensuring proper documentation and preparation. 

• Organize and maintain the Lower School event calendar, including assemblies, field trips, and parent-teacher conferences. 

• Serve as the primary point of contact for the Lower School office, handling inquiries from parents, faculty, and staff. 

• Draft, edit, and distribute weekly email blasts, newsletters, and other communication to Lower School Families. 

• Act as a liaison with other school divisions and departments including enrollment, advancement, business, and facilities. 

• Maintain accurate records of student attendance, coordinating with teachers and parents to address discrepancies. 

• Prepare and distribute materials for faculty meetings and professional development sessions. 

• Assist in preparing reports, presentations, and correspondence for the Head of Lower School. 

• Support in the planning and execution of Lower School events, including but not limited to visiting days, student performances, and holiday celebrations. 

• Coordinate logistics for events such as room setup, materials preparation, and refreshments. 

• Order and manage office supplies, keeping inventory up to date and ensuring availability for faculty and staff. 

• Support faculty and staff with basic troubleshooting for office technology and systems, escalating issues when necessary. 

• Maintain and update Lower School databases and digital files. 

• Provide administrative support for programs that benefit Lower School students and families, such as the after school program or enrichment programs. 

• Ensure that the Lower School maintains compliance with school policies and procedures. 

• Undertake additional responsibilities as assigned by the Head of Lower School. 

WHAT YOU WILL NEED TO SUCCEED: 

• A Bachelor’s degree is preferred, with a minimum of three or more years of related work experience in an educational setting. 

• Exceptional interpersonal communication skills to effectively engage with colleagues, students, parents, and vendors in various mediums (in-person, written, verbal, etc.)

• Highly organized and extremely detail-oriented, with the ability to work independently and show initiative. 

• Proficiency in Google Workspace and Microsoft Office

• Strong project management abilities, organizational skills, and attention to detail

• Capable of prioritizing tasks effectively in a dynamic, educational environment

• Familiarity with MacOS; Windows OS knowledge beneficial but not essential

COMPENSATION AND BENEFITS: 

We are committed to transparency and supporting our employee's well-being. For this role, we offer a competitive salary range of $28- $32 per hour based on experience and qualifications. In addition to the annual salary, Gilman School offers a comprehensive benefits package that includes medical, dental, and vision insurance, as well as life insurance, critical illness and accident coverage, and both short- and long-term disability. We offer a 403 (b) retirement plan with employer match to help you plan for the future.

 We also believe in the importance of work-life balance, our time-off package includes two weeks of paid vacation, and seven sick days, a winter break, and a spring break annually. At Gilman School, you'll find a supportive environment where your health, wellness, and professional development are valued. 

ADDITIONAL DETAILS:

• POSITION TITLE:           Lower School Administrative Assistant 

• STATUS/FLSA:                  Full Time (37.5 hours per week) 

• HOURS OF WORK:           7:30 a.m. - 4:00 p.m.

EOE

Gilman School is an equal opportunity employer and educator who fully and actively supports equal access for all qualified applicants, regardless of race, color, religion, gender, sexual orientation, gender identity or expression, national origin, age, disability status, Genetic Information or Testing, Family and Medical Leave, protected veteran status, or any other characteristic protected by law. We prohibit retaliation against individuals who bring forth any complaint, orally or in writing, to the employer or the government, or against any individuals who assist or participate in the investigation of any complaint, or otherwise oppose discrimination.  

Salary : $28 - $32