Program Coordinator

TITLE:                                    Program Coordinator    

REPORTS TO:                     Exeter Summer Assistant Director

SCHEDULE:                         Full-time, 12 months/year, 40 hours/week, hybrid remote & on-campus, includes some weekends during summer session.  Schedule may vary according to departmental and Academy needs.

REVISION DATE:               June 18, 2024

Pay Group

Type

Status

Fiscal Year Weeks

Class

Department

  Location

BiWkly (Hourly)

Regular

Full-Time

Full year (52 weeks)

Staff

Exeter Summer

 Hybrid

Position Purpose

Provide program support requiring good judgment, teamwork, taking initiative, and maintaining confidentiality for Exeter Summer.  Facilitate the smooth functioning of the Exeter Summer program.

Job Responsibilities

• Responsible for assisting applicants, parents, faculty, and other constituencies with questions and inquiries received by telephone, email or in person in a professional, timely, and accurate manner.
• Organize student activities and academic based trips including investigating and recommending new venues.
• Manage contracts, payments, and travel for speakers and performers.
• Manage student travel.
• Responsible for purchasing, requesting payments, and maintaining all office and session related supplies.
• Assist with faculty and intern recruitment, hiring, and registration.
• Assist with faculty housing, including but not limited to managing the cleaning of academy housing with vendor and facilities post summer, and coordinating communication between regular and summer faculty.
• Assist with the scheduling and coordinating of private music lessons.
• Manage the College Fair and College Counseling Workshops.
• Co-manage Student on-boarding process.
• Responsible for coordinating maintenance of all office equipment.
• Assist with other projects as needed.
• Keep abreast of policies and procedures regarding admissions and other campus programs and maintain an understanding of campus life and the academic environment.
• Extensive use of the Student Information System for data entry and inquiries, includes running reports and audits to ensure data integrity.
• Extensive use of application system for application processing, inquiries, enrolled and graduated students, includes running reports and audits to ensure data integrity.
• Develop and maintain documentation on key processes.
• Perform other duties as assigned.

 

Knowledge, Skills and Competencies

• Strong interpersonal skills with ability to develop and maintain collegial relationships.
• Excellent communication (written and verbal) skills.
• Respect for diversity of identities and experiences, an orientation toward equity and inclusion, and cultural competency in all aspects of Academy life.
• Demonstrated ability to work with students by building trust and credibility.
• Demonstrated project management skills.
• Strong proofreading and keyboarding skills, as well as attention to detail required.
• Excellent customer service skills.
• Must possess a pleasant and professional phone manner.
• Demonstrate a high level of energy.
• Ability to follow verbal and written directions, maintain a professional demeanor and restraint at all times, including stressful situations.
• Excellent analytical and problem-solving skills as well as a strong customer focus.
• A strict adherence to confidential policies is required.
• Ability to work independently and handle multiple priorities and deadlines simultaneously.
• High proficiency in MS Office Suite.
• Willingness and ability to learn additional applications as needed.
• High degree of organizational skills with the ability to be flexible and multi-task with accuracy.
• Must be interested in ongoing improvement and problem-solving.

Direct/Indirect Reports

None.

Position Requirements

Education

• College Degree preferred

 

Experience

• 3+ years’ related experience required.
• Prior customer service skills preferred.
• Experience in an institutional or campus setting
• Experience working with adolescents in an educational setting is preferred.

 

Additional Requirements

1. Successfully complete a criminal background check (reviewed every 5 years).