Student Information and Event Coordinator

Staff / Full-Time

Phillips Academy, Andover, MA

POSITION SUMMARY:

Reporting to the Summer Session Assistant Director / Dean of Admission, the Student Information & Event Coordinator (SIEC) executes essential project management functions for the full range of programs offered in the summer at Phillips Academy. Supporting student recruitment, admissions, and enrollment efforts for Summer Session and Outreach programs with a primary focus on student information systems and web-based platforms, the SIEC also oversees and executes a range of planning functions related to the smooth operation of summer student life.

A major function of this position is to manage all student information and data through the PCR Educator software and Education modules of Unit4 software, as well as quantitative and qualitative data on student experience gathered through other platforms. The SIEC coordinates with the Office of Information Technology and other key operational units to ensure student data is accurately captured in PCR and imported into the Academy’s database of record, Unit4, along with any other systems necessary for summer operations. The SIEC will serve as the staff lead on applying knowledge of PCR and Unit4 to meet the specific needs of the Outreach and Summer Session office.

A secondary role is to support the administrative coordination of major summer events, including the planning, coordination, and execution of the following: summer field trips and on-campus student activities, student arrival and departure day, student registration, student orientation, student assemblies, end-of-session surveys, the Closing Ceremony, and end-of-session exhibitions and performances.

During the 6 weeks when summer orientation and programming are offered, the SIEC will have a fulltime role working 40 hours per week in a nontraditional schedule, including weekends and several long days (on student arrival and departure days, in particular). During the remainder of the year when summer programming is not in session, the SEIC will have a 32-hour per-week role, working Mondays through Thursdays out of the main Summer Session office in Cooley House, with remote work allowed according to the Academy’s most current policies relating to staff members.

MINIMUM JOB QUALIFICATIONS:

Bachelor’s degree with three to five years’ experience working with the public in a busy office environment. High degree of literacy in computer applications. Master’s degree preferred.

ESSENTIAL FUNCTIONS/PRIMARY DUTIES AND RESPONSIBILITIES:

  • With the Assistant Director & Dean of Admissions, develop, update and maintain the Summer Session website, PALS website, and Outreach Impact websites.
  • With the Assistant Director & Dean of Admissions, develop, update and maintain the Summer Session and Outreach programs’ web-based applications, as well as the student portal, family portal, and faculty portal.
  • Execute the regular import processes needed to transfer student data from PCR to Unit 4, including data cleanup as necessary. Coordinate with other offices across campus to do so efficiently and in a manner that assures data integrity.
  • Open and close the academic year in PCR and Unit 4.
  • Provide intra-office training in the use of PCR, Unit 4 and desktop applications as needed.
  • Manage the production of all pieces required for communicating with faculty, with students, and with families, including the Blue Book (by program), Blue Binder, Core Blue, and others.
  • Plan, coordinate, and book all summer field trips and student activities, and execute an organized hand-off of information and responsibilities to the summer Student Activities team.
  • In partnership with the Director of Outreach & Summer Session and other departments across campus, plan, coordinate, and oversee student arrival, registration, and orientation.
  • In partnership with the Director of Outreach & Summer Session and other departments across campus, plan, coordinate, and oversee all summer assemblies, including the Closing Ceremony and end-of-session performances.
  • Coordinate the production, review, and distribution of student reports.
  • Coordinate the production, distribution, and analysis of all feedback surveys and other tools for continuous improvement.

Additional Duties and Responsibilities:

  • Document all procedures used to complete tasks
  • Assist with all office procedures
  • In the summer, assume a full-time role based on the needs of the programs and individual interest/skills, with details to be determined annually with the Director of Outreach & Summer Session
  • Conduct special projects and other duties as assigned by the summer and outreach directors and the Summer Session Assistant Director / Dean of Admission

KNOWLEDGE, SKILLS, AND ABILITIES REQUIRED:

The candidate should be able to work in a very busy environment. The requirements listed below are representative of the knowledge, skills and abilities needed to successfully perform each essential duty.

  • Strong customer service skills and orientation
  • Discretion and the ability to maintain confidentiality
  • Composure and the ability to manage many tasks and requests at once without becoming overwhelmed
  • Initiative and the ability to find creative solutions to problems independently and without prompting
  • Persistence and the ability to be flexible and nimble in approaching one’s assigned work
  • Ability to express ideas effectively in writing
  • A working understanding and ability to quickly learn student information databases and other data management systems such as PCR, Unit 4, Qualtrics
  • Proficiency in Microsoft Office, particularly Excel

Phillips Academy is an equal opportunity employer. Phillips Academy is an intentionally diverse and inclusive residential community “committed to creating an equitable and inclusive school in which students from diverse backgrounds, cultures, and experiences—including race, ethnicity, nationality, gender, socioeconomic class, sexual orientation, gender identity, religion, and ability—learn and grow together.” The ideal candidate supports the inclusive and diverse nature of the community. Any offers of employment will be contingent upon successful CORI/SORI and fingerprinting background checks as well as authorization to work in the United States.

Phillips Academy

Andover, MA
High School, Post Graduate
Day, Boarding
All Gender