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: 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). 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: Collect and record application fees and tuition. Prepare reports for all forms of payments: credit card, Flywire, wire transfer, and checks for the Finance Office. Coordinate payments and process invoices for tuition payments with Program Partners. Process refunds and follow up with past due balances. 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. Collect, track, and submit vendor payments and employee reimbursement forms to the Finance Office. Bill families for lost or damaged items (e.g., lost keys, library books, etc.) Provide Finance Office and Summer Programs Director with end of year enrollment and tuition reporting. Prepare course and program financial analysis in preparation for setting up the following years 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 Collaborateon 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 suppliesduring 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.