US Operations Coordinator

POSITION OVERVIEW

The Upper School Operations Coordinator at The Westminster Schools 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 Upper School Operations Coordinator creates a supportive and challenging environment that helps students thrive academically, socially, and emotionally.

The Upper School Operations Coordinator is a full-time, 11-month position that maximizes support and efficiency across all Upper School departments. Additionally, the Upper School Coordinator provides redundancy for essential roles, ensuring continuous functionality at all times.

This position requires enthusiasm for working with upper school students, a commitment to collaboration, and the ability to inspire learners to discover their strengths and engage meaningfully with the world around them.

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. 

REQUIREMENTS AND QUALIFICATIONS

The requirements below represent the knowledge, skills, and abilities required for a successful candidate.

• 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

ESSENTIAL RESPONSIBILITIES

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 JanTerm 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

PHYSICAL DEMANDS AND WORK ENVIRONMENT

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; balance; stoop, kneel, crouch and crawl; talk and hear; engage in moderately strenuous physical activity both indoors and out; and smell. The employee may occasionally lift or move up to 20 pounds. Specific vision abilities required by this position include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus. The ability to become CPR, AED, and First Aid Certified is required.

While performing the duties of this position, the employee is occasionally exposed to outside weather conditions and may frequently walk on slippery or uneven surfaces.  The noise level in the work environment is often loud.

Westminster is a drug-free, smoke/vape-free campus.

TRAVEL

Travel is primarily local during the regular business day.  Overnight and out-of-area travel may also be required and is associated mainly with planned events, conferences, and professional development opportunities.

Driving a Westminster vehicle may be required for this position.

EQUAL EMPLOYMENT OPPORTUNITY STATEMENT

Westminster is committed to the principle of equal opportunity in employment.  It is Westminster’s policy to provide equal employment opportunities and administer terms and conditions of employment without regard to race, color, religion, sex, sexual orientation, national origin, age, disability, genetic information, marital status, amnesty, or status as a covered veteran under applicable federal, state, and local laws.  EOE/M/F/D/V.

Note:  This position description has been designed to indicate the general nature and level of work to be performed by employees within this classification.  This position description should not be interpreted as a comprehensive inventory of all duties and responsibilities required or assigned to an employee in this position.  Nothing in this position description restricts Westminster’s right to assign or reassign duties and responsibilities to this position at any time.