Reporting to the Director of Summer Programs, the Summer Programs Coordinator provides support for summer programing connected to Deerfield Academy. This support includes programs operated by Deerfield Academy as well as those operated by outside partners. The Summer Programs Coordinator supports all aspects of summer programs including, but not limited to, program enrollments, marketing and communications, business development, campus resource coordination, compliance, and program reporting.
The primary duties and responsibilities of this year-round position include, but are not limited to the following:
- Create, distribute, coordinate, track, and report data from all summer program forms including enrollment, medical, travel, and billing in a timely and efficient manner
- Support Summer Program admissions, including application preparation, evaluation, tracking, and enrollment
- Work with the Financial Aid Office track financial aid applications, assist with assessing applicants, and communicate awards to families.
- Support the summer Health and Wellness Center staff by completing an initial review of incoming student and staff health forms and work with families to receive outstanding requirements
Marketing and Communications
- Manage drafting, completing, and sending office communications ensuring timely and effective information is distributed to summer program families and partners
- Manage program email inboxes, collaborate with Communications for website maintenance and social media presence for all summer programs.
- Collaborate with the Communications Office on the production of marketing materials, advertisement purchases, and email schedules.
- Draft end of program reports for internal and external use
Recruiting and Onboarding
- Assist with the timely recruiting and hiring of Summer Program employees to create a strong and effective team and support system, including posting available positions, collecting applicant materials, participating in interviews, as requested, assist with reference checks, and onboarding new hires
- Assist with summer program employee orientation and training prior to the start of programs
Summer Logistics and Coordination
- In collaboration with the Director, triage and assist with family communication while camps are in session and coordinate the production of regular updates and newsletters from camp.
- Collaborate with all necessary Deerfield Academy departments to ensure efficient and appropriate use of campus resources and spaces.
- Support program directors with supply ordering, meal coordination, transportation needs, and other logistics needed for smooth program operations.
- Support and coordinate efforts to gather media assets (photo, video, and writing) for future marketing.
- Serve as a key liaison for summer campus rentals and outside partners while they are on campus.
Business Development and Strategic Planning Support
- Assist the Director to conduct market research to support business plan development for all summer programs;
- Assist with coordinating requests for campus use by outside organizations by collecting necessary information, assessing proposals, effectively communicating, and preparing information for approval process
- Assist the Director in the development of new program ideas with on-campus program leaders, coaches, and teachers to create mission-aligned and high impact opportunities for growth of summer programs.
Administrative
- Operate summer program software systems to effectively track and report data for applications, communications, and marketing
- Assist with pre-program planning meetings including scheduling and creating detailed meeting notes and deliverables to ensuring thorough and timely program preparation
- Assist in complying with all state and school requirements for summer programs to acquire necessary licenses to operate and effectively manage risk
- Coordinate program debrief meetings and record and distribute minutes to ensure follow up to inform future program enhancements
- Support day to day needs of summer programs while in operation
- Manage supply inventory and ordering for all summer programs
- Coordinate the collection of all required documentation from outside organizations and vendors and ensure they are compliant with state and local regulations
- Other duties as assigned.
Physical Demands
- Close visual acuity to view a computer terminal
- Ability to frequently sit for sustained periods of time
- Ability to frequently sustain substantial movements of the wrists, hands and/or fingers
- Ability to occasionally lift, carry, push, pull or otherwise move objects of up to 35 lbs
- Ability to occasionally stoop, kneel and reach
Working Conditions
During the normal school year, the worker is mainly in an office environment, and is not substantially exposed to adverse environmental conditions. During the summer, the worker works in an office environment and some short periods of time outdoors.
Disclaimer
The above statements are intended to describe the general nature and level of work being performed by employees assigned to this classification. They are not intended to be construed as an exhaustive list of all responsibilities, duties and skills required of personnel so classified.
Special Instructions for Applicants
Application materials must include:
- A cover letter summarizing interests and qualifications
- A complete resume or curriculum vitae
**SIGN-ON BONUS**
The successful candidate will receive a $1,000 sign-on bonus ($500 paid at time of hire and $500 paid at the end of 90 days of employment
