: Non-exempt (Full-Year; Professional Staff) Daily Hours:
8:30 a.m. – 5:00p.m. Reports to
: Head of School and Director of Operations Primary Purpose of the Job:
The School Logistics Coordinator is, essentially, the "air traffic control" of the school, overseeing the master calendar and the logistics of school-related daily business. The Coordinator of School Logistics has intimate knowledge of all of the "goings on” at school each day and ensures that the resources and communication needed for execution are present. Expectation of Employee Civility and Commitment
The Hamlin School seeks employees who will support and implement the school's mission and Creed at all times. Hamlin employees are known for being caring, compassionate, collaborative, and dedicated professionals who treat their colleagues and supervisors with respect and who take seriously the daily care of Hamlin girls.
Hamlin girls are celebrated because of their curious minds, joyful work ethic, and intellectual tenacity in the classroom; moreover, the school is convinced that ensuring the girls' academic growth is only one part of its work. Hamlin employees also pay close attention to the girls' social-emotional well-being, their physical and mental health, and their moral development.
Hamlin employees, its teachers and leaders in particular, are committed to their own professional growth; as such, they pay close attention to the research and innovations that impact teaching and learning. All employees are expected to be flexible thinkers and nimble actors in support of the school's overarching strategic goals and daily commitment to academic and ethical excellence. Primary Areas of Responsibility
1. Coordinate school-wide events that are not coordinated by the Advancement Office, such as Picture Day, Parent Education and Hamlin University, PLAID events, P.ALANA gatherings, State of the School, parent potlucks, Faculty and Staff Recognition Ceremony, and Graduation.
- Work in partnership with the Director of Events, maintaining a clear schedule of all events (and occasional alumnae rentals) in Stanwood Hall and other available spaces
- Work in close partnership with the administrative team and Parents Association leaders to ensure that essential information is communicated to employees in a timely manner
- Creates and manages the School's master calendar
- Book parent education speakers for the HOS and handle all logistics of their visits Coordinate the reservation of common areas for events, meetings, and classes
- Generate work orders and manage logistics for school-wide events and All-Employees meetings and parties that are not coordinated by the Advancement Office
- Coordinate the scheduling of security personnel for school events
- Proofread the weekly NOW for accuracy and to ensure that the Director of Communications has the necessary information for announcements about school events
- Dig more deeply into the school's communication practices and systems to increase efficiency, understanding, and unity
- Take on special projects (i.e. overhauling the room reservations system in Google Calendar)
- Iterate on administrative systems to ensure cohesion between Lower School and Middle School
2. Perform other administrative tasks requested by supervisors, including:
Professional Skills and Personal Qualifications
- Develop, schedule, gather/purchase, and distribute annual orientation materials for new hires as well as for all returning faculty and staff members
- Manage RSVPs and organize child care for all-school events (i.e. parent education speakers, PLAID events)
- Ensure that all job candidates receive and complete official Application for Employment
- Coordinate employee Exit Interviews for departing employees with a third party firm, ensuring that Executive Assistant to the Head of School receives the final report
- Support Director of Operations with parking space and permit assignments
- Send condolences and charitable donations on behalf of the School
- Serve on the Safety Council and assist the Director of Operations with administrative tasks connected to school safety
- Provide organizational, logistical, and administrative support to the project of the school's relocation, adventure year, and return to campus.
Strong interpersonal skills; impeccable organizational skills; nimble trouble-shooter and wise problem-solver; deep commitment to excellence, efficiency, and accuracy in daily work; experience with master scheduling (Whipple Hill); ability to remain focused and productive in a fast-paced work environment; demonstrated ability to work well with others and independently; appreciation of all types of diversity; demonstrated cultural competence—the ability to work cooperatively and respectfully with students, families, and employees from all walks of life. Joy for life and, particularly, for girls' education; trustworthy; kind and approachable; sense of humor.