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Auxiliary Programs Administrative Coordinator

Hawken School
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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 closures (throughout the year) 
  • Maintain an email distribution list of registered families on each route for communication about cancellations, delays, etc. 
  • Other duties as assigned

 

SUMMER PROGRAMS/PASSPORT SUMMER (2–5 hours weekly plus 40 hours per week May 11–August 14) 

  • Research and evaluate new Passport Camp options, compiling key details—including program descriptions, pricing, and status updates—into a comprehensive tracking spreadsheet
  • Coordinate camp-related communications from various summer departments and programs, ensuring timely and accurate dissemination of information to camp families, summer staff, and administrators
  • Prepare, update, and manage Summer Camp programs within Camp Brain, including setting up individual accounts for each camp to correctly track deposits and all receivables
  • Monitor camper accounts in Camp Brain on a weekly basis to verify that all invoices and payments are current
  • Generate and distribute weekly camper rosters for staff use
  • Assist with camper arrivals and dismissal procedures to ensure a smooth and safe process
  • Support the Director with the preparation and distribution of summer employment agreements, as well as the coordination, organization, and formatting of camp staff binders
  • Collaborate with the HR and Business Office to ensure all summer employees are properly onboarded, including fingerprinting, Paycom setup, and completion of all required new-hire documentation
  • Coordinate all field trips and on-campus activities for summer programs, ensuring proper scheduling, logistics, and communication

Hawken School seeks faculty and staff comfortable taking risks and embracing a growth mindset. Our community members are constantly looking for new ways to inspire student curiosity while remaining dedicated to nurturing compassion and kindness in our students. We desire culturally competent candidates who clearly appreciate a community of teachers and learners from diverse backgrounds and perspectives and are committed to equity and social justice. 

QUALIFICATIONS 

  • Associates or Bachelor’s degree preferred 
  • Proven administrative experience including experience managing financial details
  • Excellent time management skills and ability to multitask and prioritize work projects
  • Attention to detail and problem solving skills 
  • Experience with Microsoft and Google platforms and database management software
     

THE SCHOOL 

Founded on the ideal that “the better self shall prevail and each generation introduce its successor to a higher plane of life,” Hawken School is a coeducational independent day school with 1,550 students from toddler through grade 12. Our four campuses are located within 25 minutes of downtown Cleveland, with two campuses in the eastern suburbs of Cleveland, a campus on Cleveland’s west side, and a campus in University Circle, home to the Mastery School of Hawken and also our school-wide center for experiential and service learning . A nationally recognized leader in innovative programming, Hawken prepares students to meet the challenges of tomorrow's world. 

OUR CAMPUS 

Lyndhurst: Lower and Middle School (Toddler – Grade 8) 

Hawken’s Lyndhurst campus houses programs for toddlers through grade eight that reflect the school’s dual commitment to academic and social curricula. Beginning in Early Childhood, students are taught in developmentally appropriate ways to make choices, manage time, think critically and creatively, develop ownership for their learning, and engage others with empathy. Hawken’s Lower School program focuses on building a strong foundation in basic academic skills with an increasing emphasis on personal responsibility. With a focus on hands-on learning and student choice, our Middle School program enables students to be active participants in their education. By exploring science, math, and the humanities using an interdisciplinary and experience-based approach, students dive deeply into subject areas and become immersed in the process of learning and discovery. 

To learn more about us, visit www.hawken.edu 

INTERESTED?

Submit an employment application through this link. Address your cover letter to ReGinae Reynolds, Director of Auxiliary Programs.

Hawken School is an equal opportunity employer dedicated to promoting all forms of diversity in the workplace and in our student body. We strongly urge all qualified individuals to apply.