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 & c...