Auxiliary Programs & Rentals Coordinator

Harpeth Hall is seeking an auxiliary programs and rentals coordinator. The person in this role works part-time and is non-exempt. Typical weekly hours worked during the school year are approximately 20 - 25 hours per week. Leading up to summer and through the months of June and July, this position works 40 hours per week in assisting in all aspects of auxiliary programs at Harpeth Hall. This includes helping to implement, and manage Harpeth Hall’s summer program in June and July and coordinating rentals from August-May.  This role reports to the director of auxiliary programs and works closely with the auxiliary programs staff. Typical schedule is Monday through Friday; some evening/weekend hours are required.

 ESSENTIAL DUTIES AND RESPONSIBILITIES – SUMMER (7:30 a.m. – 3:30 p.m. M-F)

Under general supervision of the director of auxiliary programs, the coordinator is responsible for or assists the director with the following duties:

• Assists in all aspects of coordination, implementation, and administration of summer camp programs.
• Aids in program development/content and identifying staffing needs.
• Assists with program and staff scheduling, logistics, student registration payment, and vendor management.
• Communicates with parents and vendors, including answering questions, enforcing policies, and handling complaints and feedback.
• Supervises summer day camp staff. Ensures staff is operating efficiently and observing all policies.
• Helps to maintain program supplies and equipment.  Ensures supplies are properly stocked and organized, including staff technology devices, medical supplies, snacks, etc.
• Tracks program attendance in both summer camp and after-school programs
• Assists with daily summer carpool duties.
• Executes daily program activities, including coordination of contingency and rain plans.

 ESSENTIAL DUTIES AND RESPONSIBILITIES – SCHOOL YEAR (typically 5 – 9 p.m. M-F with occasional hours during the school day and weekends)

• Coordinates the Sunday on Souby fall festival and works with various departments across campus to assure a successful event.
• Provides support to the alumnae office in implementing Winterim for Adults programming.
• Provide rental information to prospective rental groups via email, phone, and scheduled tours
• Maintain an accurate calendar of rental schedule through the Veracross system, internal Google Drive calendars, and SportsKey management system.
• Notify renters of any changes in the School Calendar that might affect the rental group assigned time.
• Work with appropriate persons and departments if additional support is needed (for cleaning, Facilities to fix lighting, etc.) and to update any changes to the calendar
• Determine facility availability and avoid conflicts with other scheduled meetings and events
• Have a full understanding of AV equipment in the Meeting Rooms and conference spaces and be able to operate when needed.
• Have a full understanding of Athletics procedures and protocols
  • Adjusting basketball hoops and curtains
  • Check in procedures
  • Communication with Security
  • Ensure that doors remain locked or be in view of any unlocked doors per state regulation
  • Ensure compliance with relevant regulations, policies, and procedures governing auxiliary program operations, including health and safety standards, data protection regulations, and insurance requirements.

SKILLS AND ABILITIES

• Excellent oral and written communication skills to work effectively with a broad audience (e.g., students, colleagues, parents, and vendors)
• Problem-solving skills to recognize potential issues and apply established procedures to resolve concerns that may arise.
• Ability to use independent judgment and work effectively under limited supervision.
• Demonstrates initiative, anticipating needs and taking appropriate action without being asked.
• Ability to multitask and prioritize.
• Duties are performed in various campus buildings and outdoors.  Exposure to heat, cold, or inclement weather is possible.  
• Intermittent sitting, standing, walking, bending, crouching, pushing, pulling, and lifting required.   
• Regularly lifts and carries lightweight objects, including boxes up to 15 pounds.
• Candidates must pass a criminal background check.

 MINIMUM QUALIFICATIONS

• A Minimum of 21 years of age
  
  
• Bachelor's Degree or equivalent in work experience
  
  
• Experience working directly with customers
  
  
• Proficiency with Microsoft Office applications and email communications.
• Knowledge of or willingness to learn relevant regulations, compliance requirements, and best practices in auxiliary program / facility management.
• Flexibility and adaptability to navigate a fast-paced and dynamic work environment.

Harpeth Hall is committed to an inclusive program, and candidates with a demonstrated commitment to diversity, equity, and inclusion work are especially encouraged to apply.

Candidates should complete an online application and submit a letter of interest, resume, and references at https://www.harpethhall.org/about/career-opportunities.