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Special Programs Coordinator

Position Type Staff
School Name Open Window School
City, State Bellevue, WA 
Posted 09/10/2021

Special Programs Coordinator

Reports to: Head of Middle School

Hours: 40/week, year-round, non-exempt hourly position, eligible for overtime.
7:30 AM – 4:00 PM, Monday through Friday.
*Hours may be adjusted during the week to attend Tuesday afternoon faculty meetings until 5:00 PM, or to assist with Middle School programs that require early morning student departures or evening returns to campus.

We are seeking a Special Programs Coordinator to join our K-8 Administrative Support Team! The ideal candidate loves students, believes in experiential education, is organized and takes initiative. The primary responsibility of this role is to coordinate K-8 experiential learning and to support the planning and implementation of events including but not limited to Hallmark trips, field trips, community days, graduation, curriculum nights, school supply pickups, grade level excursions and other school happenings as needed.

The Special Programs Coordinator will closely with grade administrators, faculty, and students to design and implement in person and virtual learning extensions including field trips, service learning, excursions and grade level Hallmark trips. This position also includes planning and coordinating experiential learning and special programs students The Special Programs Coordinator is responsible for planning current year trips while also securing bookings for the upcoming year and maintaining relationships with existing partners for future connections. This is important work; our curriculum-connected experiential programs are a key part of what we offer to families.

The SPC will provide K-8 administrative support, including regular ordering and distribution of supplies K-8, coordinating the distribution of supplies, lunch/vacation/illness coverage for main and middle school office, summer camp support, ordering food for school events, occasional classroom supervision and other duties as assigned
In this role, the Special Programs Coordinator will collaborate with colleagues, investigates options, coordinates paperwork, communicates with families, finds solutions, and keeps track of details including student allergies and medical needs. This role is tasked with meeting hard deadlines and actively assisting whenever and wherever needed.

  • Proactive collaboration with colleagues to deliver the experiential program
  • Commitment to OWS’s core values
  • Knowledge of curriculum
  • Fastidious attention to detail and organization
  • Awareness of DEI issues and concerns when planning activities
  • Positive and productive relationships with students, staff, parents, and community partners
  • Confident use of technology (Word, Excel, PowerPoint, Outlook, OneNote) and willing ability to proactively learn new technologies and programs
  • Exceptional time management skills, including ability to handle multiple competing deadlines
  • Discretion and ability to professionally handle sensitive and confidential information and situations
  • Eager and willing to accept other duties as assigned
  • First Aid/CPR/AED certification
Duties and responsibilities include, but are not limited to:
  • Continue to re-envision and re-design our experiential program given the COVID-19parameters
  • Support and implement OWS community events
  • Serve as key contact for activity logistics, information, and updates for programs they have planned
  • Work with the business office to ensure risk management is reviewed, invoices are complete and correct prior to being paid, transportation needs are scheduled and confirmed, and the necessary agreements and permission forms are obtained on schedule
  • Communicate and coordinate with families
  • Support administrative assistants with scheduling, calendaring, desk coverage, attendance, ICT support, and other duties as assigned
  • Attend faculty meetings and staff training as requested.
  • Solicit feedback from community partners, staff, students, faculty

    For off campus experiences:
    • ensure that chaperones have correct student medications, attendance information, full directions, itineraries, contact numbers, any tickets or passes, and other supplies as needed prior to trip departures.
    • Be available to be present for trip departures and arrivals to organize and support loading and send-off, answer parent questions, and distribute and collect student medications. This could include being at the airport or school early in the morning, late at night or on weekends.
    • Work with parents and vendors to ensure safe meals and any other accommodations are made available for students with allergens, disabilities, or other medical and mental health needs.
    • Visit and research new sites prior to booking
    • Attend trips as needed to observe details of the partnership to ensure the best experiences possible
Compensation & Benefits:
This is a year-round, full time, non-exempt position, eligible for overtime. Pay range is $22-$25 per hour depending upon relevant education and experience.
Open Window School offers a generous benefit package including 5 weeks' vacation and 12 days sick leave, 12 paid holidays; Medical & Dental, Life, and LTD insurance; and HRA/FSA & retirement benefit plans.

To Apply:
Please submit a cover letter describing your interest in and qualifications for this position, your resume, and answers to the Diversity Commitment Questions below. Applicants must submit an answer to both of the following Diversity Commitment Questions as a single word or pdf document:
  • How do you define diversity?
  • Describe how you have demonstrated a commitment to diversity, equity, and inclusion in your current or prior job. If necessary, candidates can draw upon their experience in community organizations if professional experience is limited.

Please be prepared to provide 3-5 professional references and one personal reference if requested. If you are unable to apply online, you are welcome to fax your resume, cover letter, and answers to the Diversity Commitment Questions to 425-644-6320.

At Open Window School, we value a diverse and talented workforce by guiding a mission and identity. We are committed to building a community that is welcoming, inclusive, and respectful. We do not discriminate based on race, gender, color, religion, Creed, disability, sexual orientation, gender identity an expression, national or ethnic origin, or other status legally protected by local, state, nor federal law.
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Northwest Association of Independent Schools
5001 California Ave. SW, Suite 112
Seattle, Washington 98136
T: 206.323.6137 • info@nwais.org
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