Office Coordinator

POSITION PURPOSE: The Office Coordinator position is a highly collaborative, dynamic role that oversees and contributes to end-to-end projects related to the Choate Summer Programs cycle. The Office Coordinator coordinates workflow for the office as well as collaboration with other departments on campus, manages all financial data entry within Summer Programs, and provides administrative support to the Director and Associate Director throughout the year and to the various deans and program directors during the summer. Along with the Director of the Student Activities Center and Student Life Internship mentor(s), the Office Coordinator also plays a key role in the Student Life Internship Program, a multi-week summer internship that attracts talented college and graduate students to work for Summer Programs.

Note: The application deadline is August 31, 2026

ESSENTIAL FUNCTIONS:

• Maintain Summer Programs Master Calendar, coordinate daily operations of the Summer Programs Office (meeting schedules, project timelines, production requests) and meetings and workflow between Summer Programs and other departments (Communications, ITS, Human Resources, Facilities, Community Safety, Admission, Health Center).
• Provide primary administrative support with answering calls and emails from families, students, and prospective employees; scheduling appointments; processing mail; ordering office supplies; filing, and editing.
• Create and maintain office files, folders, and documents in virtual file storage system (currently OneDrive).
• Oversee office building upkeep with Facilities including work orders for repairs, furniture moves, clean up, and student approved a/c units (installs and uninstalls) during the program.
• Manage meetings including meeting agendas and taking meet minutes with ITS, Communications, Health Center, Student Activities Center, Finance, HR, and any other Summer Programs Office meetings which occur during the year.
• Communications Liaison:

Ø Work with the Website & Electronic Communications Manager to provide relevant and timely information for the Summer Programs external website (including Young Artist) as well as internal portals (Parents, Employees, and Students).

Ø Collaborate with the Summer Programs team and Communications to create/edit all flyers, forms, booklets, and marketing materials.

• Collaborate in creating and delivering marketing initiatives, including outlining and running Virtual Information Sessions; designing and formatting forms in Microsoft Forms and Airtable for a variety of needs (e.g., Information Session RSVPs, Field Trips, and supply orders).
• In conjunction with the Systems Coordinator, maintain database information pertaining to applicants, enrolled students, and hires. Coordinate and participate in recruitment efforts, representing dept. as needed at events.
• Work with families throughout the application and enrollment process, process student application and enrollment materials, including recommendations, transcripts & current grades, financial aid materials, enrollment contracts, off campus permission forms, etc.
• Schedule and assist with interviewing candidates, work with Human Resources and Summer Programs department on the hiring process for Summer Programs faculty, staff, and interns, including scheduling interviews and preparing paperwork as needed.
• Oversee all aspects of Finance data entry for the Summer Programs Office:

Ø Collect and record application fees and tuition.

Ø Prepare reports for all forms of payments: credit card, Flywire, wire transfer, and checks for the Finance Office.

Ø Coordinate payments and process invoices for tuition payments with Program Partners.

Ø Process refunds and follow up with past due balances.

Ø Maintain reporting of transportation and Choate Card payments until mid-June, and then hand off but continue to collaborate on transportation payment details with the Coordinator of Student Services.

Ø Collect, track, and submit vendor payments and employee reimbursement forms to the Finance Office.

Ø Bill families for lost or damaged items (e.g., lost keys, library books, etc.)

Ø Provide Finance Office and Summer Programs Director with end of year enrollment and tuition reporting.

Ø Prepare course and program financial analysis in preparation for setting up the following year's tuition.

• Collaborate with Dining Service and Director of Summer Programs to determine the schedule for the summer and provide Dining Service with weekly enrollment reports.
• Arrange and oversee Summer Programs events and guest visits: scheduling, room reservations, dining services, virtual meetings, and tours.
• Oversee Field Trips: collect permission packets, help with travel and accommodation reservations, and arrange per diems and cash advances, bag lunch arrangements, event and site reservations, notification of allergy and swim test results, and vendor payments.
• Create, print, and send Student and Faculty Awards and order name plates for the faculty plaques displayed in the Summer Program Office.
• Interview, train, and manage temporary employees in the Summer Programs Office.
• Interview candidates for Student Life Intern (SLI) positions, and subsequently train and manage SLIs who are assigned to the Summer Programs Office, including creating their work schedule and overseeing their duties during the summer.

SECONDARY DUTIES

Collaborate on Summer Programs emails and mailings.

• Work with vendors and Communications Department to order Summer Programs give-a-ways and other program needs.
• Order office supplies and classroom supplies during the program.
• Assist as needed with reading student applications, reviewing named scholarship candidates, and financial aid deliberations.
• Assist Systems Coordinator and Dean of Students with data for housing students.
• Other duties as assigned.

JOB QUALIFICATIONS: MINIMUM KSA'S (KNOWLEDGE, SKILLS AND ABILITIES) REQUIRED FOR PLACEMENT IN POSITION

Formal Education: Associate degree required, bachelor's degree preferred

Prior experience:

• A minimum of three years of office coordination and administrative support experience - or the equivalent - required. Experience within secondary and/or higher education preferred.
• Prior experience coordinating office workflow and supervising temporary or seasonal staff are important to prepare the Office Coordinator to assume the responsibilities of the position and effectively coordinate a multifaceted office.

Licenses & Certifications: n/a

Specialized training in:

• Proficient in the use of Microsoft Office 365 (Word, Excel, PowerPoint, Outlook, OneDrive), Google Drive (Docs, Sheets, Forms, Photos); Microsoft Teams; Adobe Acrobat; Zoom
• Familiarity preferred with Slate, Finalsite, Student Information Systems, Authorize.net, Cashnet, Flywire, PayPro, Airtable
• Experience with SQL-based relational databases.

Other Key Competencies:

• Strong interpersonal skills with the ability to interact and work effectively with external and internal contacts--including students, parents, families, and fellow school employees--with warmth, tact, and professionalism.
• Excellent organizational, time management, and multi-tasking skills, with the ability to prioritize tasks in a fast-paced environment.
• Excellent telephone and customer service skills.
• Excellent proofreading, verbal, and written communication skills.
• Ability to handle confidential material in a discreet manner.
• Willingness to work with other members of the department as a team and contribute new ideas.
• Willingness to take initiative, work independently, and be a self-starter.
• Willingness to learn and use any electronic software and electronic devices the job requires.
• Flexible mindset and willingness to try new approaches to a task or project.
• Problem solving and critical thinking skills.
• Accurate, thorough, and able to monitor own work to ensure quality.
• Adaptability, dependability, resourcefulness

Working at Choate: Choate Rosemary Hall is a coeducational, independent secondary school located in central Connecticut with 865 boarding and day students and over 400 employees. Choate serves intellectually gifted and motivated students of diverse backgrounds from across the globe whose commitment to serious study is enhanced in an academically challenging and personally supportive setting.

Choate provides students with transformative and meaningful experiences that instill lifelong habits of learning, leadership, and service, shaped by innovative and passionate educators. Teaching faculty at Choate are innovative, collaborative, and committed to our students' intellectual, social, emotional, and character development. Our faculty understands that each of our students has the potential for growth and works to encourage students to develop their own ideas and voices in learner-centered environments.

For its students and employees alike, Choate strives to be a diverse and inclusive community where all feel valued and embraced. On our campus, principled individuals from diverse backgrounds are united through common purpose, active engagement, and mutual respect. We celebrate differences and the richness of our varied backgrounds and experiences. Recognizing that working in an inclusive community can also present challenges, we embrace those challenges through ongoing dialogue and interaction, enhancing empathy and appreciation for those whose perspectives differ from our own.

Choate prohibits in all its programs, including hiring and employment practices, discrimination against or harassment of any member or group based upon age, gender, race, color, national origin, ancestry, religion, marital status, sexual orientation, disability, genetic information, gender identity or expression, veteran status, or any other category protected by Connecticut or federal law, except in the case of a bona fide occupational qualification.