Administrative Coordinator Auxiliary Programs

ADMINISTRATIVE COORDINATOR FOR AUXILIARY PROGRAMS

ABOUT THE ORGANIZATION

Hawken School is committed to doing school differently and better. This means developing an inclusive and accepting community where adults feel empowered to design educational experiences for students that deepen their learning, engaging their emotions as well as their intellects. Hawken School seeks culturally competent teachers who are committed to equity and social justice, comfortable taking risks, and who embrace a growth mindset.

Our faculty members are constantly looking for new ways to inspire student curiosity while remaining dedicated to nurturing compassion and kindness in our students.

THE POSITION: This is a 12-month position, reporting to the Director of Auxiliary Programs.

Work Hours:

Monday–Friday, 12:30 p.m.–4:30 p.m.

ESSENTIAL DUTIES/RESPONSIBILITIES

AUXILIARY PROGRAMS (5 hours weekly)

Support the overall operational needs of the Auxiliary Programs Department

Serve as a key point of contact by providing information, answering questions, and responding to inquiries; prepare and distribute emails, memos, spreadsheets, letters, forms, and other departmental documents

Assist the Director with special projects and initiatives as needed

Manage the Daily Deposit Report to ensure accurate allocation of funds across all programs

EXTENDED DAY (5 hours weekly)

Prepare weekly billing, record payments in Camp Brain and generate invoices to be sent to families

Monitor and follow up on past-due accounts

Develop, design, and distribute the monthly program newsletter

Send registration communications to families in Early Childhood, Lower School, and Middle School

Collaborate with SAGE to coordinate snacks and provide monthly updated student counts

Serve as a primary point of contact for families providing information, answering inquiries, and responding to all requests in a timely manner

Plan and coordinate faculty workdays, including communicating with families to gauge interest, arranging lunch through SAGE, securing appropriate space within the building, and ensuring ongoing family updates

Coordinate with the Business Office at the start of school to obtain and confirm information on package purchases

PASSPORT PROGRAMS (10 hours weekly)

Serve as a primary point of contact by providing information, answering questions, and responding promptly to all inquiries

Prepare and send correspondence to families regarding available programs, including highlighting new class offerings

Compile and distribute allergy lists for each class at the start of every session to ensure teacher awareness and compliance

Assist families with the registration process, including class changes, swaps, and refunds in Camp Brain

Collaborate with instructors to determine supply needs, address questions, and provide ongoing updates throughout the registration period

Maintain detailed spreadsheets to track class rosters, supply orders, and enrollment counts

Complete daily class preparation, including printing attendance sheets, monitoring Early Childhood/Lower School attendance to record absences for teachers, identifying students attending Extended Day, gathering snacks, and setting up the dining room

Coordinate daily check-in procedures and manage carline dismissal

Create updated table signage at the start of each session

Develop handouts and printed materials for the Director to distribute at events

Work with Early Childhood and Lower School faculty to secure spaces each session

Provide weekly content for Early Childhood and Lower School newsletters

TRANSPORTATION (2–5 hours weekly)

Collaborate with the Transportation Manager to prepare and communicate transportation options, monitor registrations, communicate with families about route details, and coordinate billing through the Business Office

Respond to inquiries from families about transportation, working with the Transportation Manager as needed to ensure timely and accurate responses

Initiate monthly Transportation Redistributions (internal allocation of transportation costs)

Maintain updated rosters with public schools (summer and occasional mid-year)

Public School communications regarding schedule changes, including school…