Department: Summer Portals

FLSA: Non-Exempt

Reports to: Dean of Summer Programs

Schedule: June 16 through June 30th and July 9th through July 20

On days when programs arrive on campus: 9:00 am to 5:00 pm.

Subsequent days: 9:00 am to 1:30 pm, with on-call availability from 1:30 pm to 6:00 pm.

Designation: Temporary staff (non-benefit eligible)

Travel: Rare, possible local travel

Summer Portals at Hotchkiss School includes a wide variety of academic and recreational offerings to rising 6^th through 9^th grade students, many of whom are experiencing a residential learning experience for the first time. Students come to Summer Portals from diverse nationalities and cultures, seeking academic enrichment and exploration.

POSITION SUMMARY

The Outside Program Logistics Assistant plays a crucial role in facilitating the smooth operation of outside programs hosted on campus. Acting as the primary liaison between the Dean of Summer Programs and program directors, this position ensures seamless coordination of logistics encompassing housing, meals, facilities, and security.

Candidates must have a driver's license and be flexible in their hours. The assistant is expected to work the following schedule: on days when programs arrive on campus: 9:00 am to 5:00 pm. Subsequent days: 9:00 am to 1:30 pm, with on-call availability from 1:30 pm to 6:00 pm.

PRIMARY DUTIES AND RESPONSIBILITIES:

• Serve as the main point of contact for program directors from various outside programs, including the Hudson River Painters, The Tai Chi Program, The Open Discourse Workshop, Bitter Lacrosse, and Prep 9.
• Communicate promptly and effectively with program directors, addressing inquiries, and fulfilling requests related to housing, meals, classrooms, fields, physical plant, technology, and security.
• Liaise with the Dean of Summer Programs, security personnel, administrative assistants of summer programs, and dining services to coordinate and address the diverse needs of hosted programs.
• Ensure all logistical arrangements are executed efficiently and in accordance with program requirements and campus policies.
• Maintain accurate records of communications, requests, and actions taken to support the smooth operation of outside programs.
• Assist in resolving any logistical issues or emergencies that may arise during program durations.

SKILLS AND EXPERIENCE REQUIRED:

• Possession of a valid driver's license is mandatory.
• Demonstrated flexibility in working hours and availability to accommodate program schedules.
• Excellent communication skills, both verbal and written, with the ability to effectively interact with diverse stakeholders.
• Strong organizational skills with meticulous attention to detail, ensuring all logistical aspects are managed effectively.
• Ability to work collaboratively in a fast-paced environment, prioritizing tasks and multitasking effectively.
• Problem-solving abilities with a proactive approach to addressing challenges and resolving issues promptly.
• Proficiency in Microsoft Office suite and other relevant software applications for maintaining records and communication.
• Previous experience in event coordination, hospitality, or related fields is advantageous.

PHYSICAL CONDITIONS:

• Moderate physical activity. Requires handling of average-weight objects up to 25 pounds or standing and/or walking for more than four (4) hours per day.
• Must perform work on campus in the presence of program participants.
• The Hotchkiss School is a tobacco-free and drug-free work environment.

ADDITIONAL INFORMATION:

The essential functions and basic skills have been included. It is not intended to be construed as an exhaustive list of all functions, responsibilities, skills and abilities. Additional functions and requirements may be assigned by supervisors as deemed appropriate. This position description is subject to change at any time.

The Hotchkiss School is an equal opportunity employer and is committed to basing judgments concerning the employment of individuals upon their qualifications and abilities. The School is firmly committed to equal employment and advancement opportunities for all employees and applicants in all phases of the employment process (including recruitment, hiring, assignment, terms and conditions of employment, compensation, benefits, training, promotion, transfer, discipline and termination).

In accordance with applicable law, the School does not discriminate against any individual based on age, ancestry, color, genetic information, learning disability, marital status, past or present history of mental disability, national origin, physical disability, race, religious creed, sex, pregnancy, sexual orientation, gender identity or expression, veteran status, or any other protected characteristic.