US Operations Coordinator

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The Upper School Operations Coordinator will join a vibrant, collaborative community dedicated to nurturing curiosity, creativity, and confidence in young adolescents. Rooted in Westminster’s mission to develop the whole person for college and for life, the coordinator creates a supportive and challenging environment that helps students thrive academically, socially, and emotionally.

This full‑time, 11‑month position maximizes support and efficiency across all Upper School departments and provides redundancy for essential roles, ensuring continuous functionality at all times.

Supervisor:
Head of Upper School

Supervisory Responsibilities:

None
Position Status:
Salaried, non‑exempt, full‑time, 11‑month
Hours of Work:
Typical hours are 7:45 a.m. to 3:45 p.m., Monday through Friday. Some weekend and evening work may be required.

• Associate/Bachelor’s degree preferred
• Superior interpersonal, communication, writing, and organizational skills
• Demonstrated professional and personal integrity
• Good problem‑solving skills
• Excellent organizational skills with a particular ability to multitask and prioritize work
• Accuracy and attention to detail in maintaining data integrity
• Proficiency in basic data management systems and basic computer applications (e.g., Veracross, Word, Excel, Google Docs); willingness and ability to learn additional applications as needed
• Ability to handle sensitive and confidential matters with appropriate discretion
• Willingness & ability to work a flexible work schedule
• Appreciation of and commitment to a co‑education environment and to serving the needs of a diverse population
• Experience with a similar role is preferred

Reception

• Embodies a welcoming attitude while acting as the first point of contact for students, faculty, and parents.
• Supports the Deans and faculty efficiently and is flexible in the face of unanticipated circumstances and events.
• Manages and maintains spaces for faculty, including reception areas and lounges.
• Maintains a sense of teamwork and a positive tone among the school office staff.
• Uses independent judgment in performing the responsibilities of the position.

Student Records and Information

• Manages and records Upper School student attendance, including the attendance line and email.
• Communicates with students and parents in a warm, timely manner to confirm attendance as needed.
• Generates and shares student attendance reports with appropriate personnel, including the Deans, at regular intervals set by the Deans.
• Records and generates reports of student discipline issues, including updating Veracross.
• Helps manage other student information and records (e.g., certificates of attendance, club information).
• Drafts letters for signature regarding attendance or other correspondence.
• Writes and manages student announcements.

Student Events

• Provides support, including logistics, reservations, and execution, for assemblies.
• Provides support for all student, parent, and faculty events (such as Wildcat Forum, honors ceremonies, etc.).
• Assists with student testing with organization and proctoring as needed.
• Assists with the execution of the Jan Term program.

Facilities and Operations

• Oversees and supports the Upper School Permanent Substitute.
• Serves as a liaison between the Upper School and Facilities for work orders, furniture inquiries, special project requests, and classroom moves for faculty, among other projects as needed.
• Organizes and executes beginning‑of‑the‑year projects such as parking, mailboxes, keys, nameplates, labels, furniture inventory, and classroom set‑up for the new school year, and other projects as needed.
• Delivers and distributes the mail daily.
• Summer work that includes preparing the buildings for the next school year.

Student Support

• Acts as advisor to students and/or club mentor.
• Performs other duties as assigned.

While performing the duties of this position, the employee is required to sit, stand, walk, use hands to finger, handle, and feel objects, tools, or controls; reach with hands and arms; climb stairs;…