Title: Extended Day Coordinator
Report to: Director of Extended Day
Primary Responsibilities:
Working closely with the Director, the Extended Day Coordinator oversees all aspects of the day- to- day operations of the Extended Day Program. This includes daily on-site supervision of programs.
Primary Responsibilities: Full-time in-person: 9:30 a.m. to 6:00 p.m. with a 30 minute unpaid lunch
Classification: Twelve Month Professional Staff, Non-exempt
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The Hamlin School seeks employees who are highly capable and responsible and who will work in full support of the school’s mission and program each day. Hamlin employees are known for being caring, compassionate, collaborative, and dedicated professionals who treat all members of the community with respect.
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At The Hamlin School, we are committed to a policy of equal employment for all applicants and employees. As part of our commitment to a diverse and inclusive workplace, we recruit and hire applicants with diverse backgrounds and professional experience that show their commitment to K-8 education and being a contributing member of a learning community.
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Department & Programs Overview
Hamlin’s Extended Day program includes a robust variety of options allowing students to engage in various programs after the academic day ends.
Extended Day includes general aftercare (called Hub for grades K-4, and After 3 for grades 5-8); After School Academy (ASA), which are structured enrichment classes in a variety of disciplines including art, theatre, cooking, ; and Music Academy (MA), Hamlin’s private music lessons taught by music professionals.
This position will be split between administrative responsibilities supporting Extended Day programs during school hours and hands-on time supporting students and staff during afterschool hours (3:00-6:00pm). The Extended Day Coordinator will be the primary point person for students, staff, and families who need direct assistance during afterschool hours. (The Director will be available to support operations as necessary.)
As this position is year-round, the Extended Day Coordinator will use the summer season to conduct both wrap-up from and prep for the academic year, as well as support summer programs as needed , at the Director’s discretion.
Administrative Responsibilities
General Extended Day:
- Develop a working familiarity with our organizational systems:
- CampBrain (our registration platform): pulling reports, registration adjustments, communications, general oversight of Extended Day programs
- Procare (our attendance system): attendance tracking in Extended Day programs (Hub, After 3, After School Academy, Music Academy)
- Create monthly Extended Day attendance reports, send to Business Office with approval from Director
- Create and distribute monthly Extended Day newsletter, including:
- Updates from ASA teachers
- Photos from drop-in programs (Hub & After 3), ASA classes, and music lessons
- Any relevant program updates, reminders, and/or upcoming events
- Photography of Extended Day programs (Hub/After 3, ASA classes and Music Academy lessons)
- Regularly post photos to Vidigami (Hamlin’s photo-sharing platform)
After School Academy (ASA):
- In collaboration with the Director, determine ASA offerings each trimester, build schedule, and setup registrations on CampBrain (our registration platform)
- Track and monitor registrations, answer inquiries, and make adjustments as necessary
- Act as daily point person for ASA instructors teaching on campus, referring to Director as necessary
Music Academy (MA):
- In collaboration with the Director and in communication with teachers and families, create schedules for the Music Academy program prior to each trimester
- Serve as point person for families and instructors, owning the Music Academy email address and responding to inquiries in a timely manner, referring to Director as necessary
- Plan Music Academy recitals per year, including all logistics
- Ensure that Music Academy documents, including the Participation Form, Policies and FAQs, are up to date
- Manage student schedules, track absences of both instructors and students
- Support Music Academy instructors in ensuring students get to lessons on time
- Manage logistics of equipment and rooms used (ie. Communicating with the Facilities team re: special events using Music Academy spaces, piano, etc.)
- Work with the Director to launch and manage the Summer Music Academy program
Responsibilities in the Extended Day Program
- Support Extended Day student sign-in process
- Track daily student attendance in Extended Day (using Procare, our attendance system) to ensure that all students are signed in and out of programs and classes. Communicate with instructors to rectify missed sign ins or sign outs.
- Float within the Hub (drop-in aftercare) program, acting as a resource for staff, students, and families
- Maintain general availability to respond to program needs as they arise, including but not limited to:
- Answering adult and/or student inquiries
- Monitoring the afterschool text line for parent questions or changes in students’ afterschool plans
- Assisting with student signouts
- Communicating with ASA and MA instructors
- Supporting students in getting to their classes and lessons on time
- Supporting staff supervision efforts of students.
Physical Requirements:
- This position is 100% on site.
- Ability to lift and carry packages and equipment up to 25 lbs.
- Ability to walk, stand, and perform physical tasks throughout the day.
- Demonstrate normal depth perception
- Dexterity of hands and fingers to operate a computer keyboard, operate standard office equipment, and use a telephone
- See and read a computer screen and printed matter with or without vision aids
- Hear and understand speech at normal levels and on the telephone with or without auditory aides
Work Authorization Requirements
- Clear the Department of Justice background screening (Livescan)
- Authorized to work in the United States (I-9)
- Provide health (TB) clearance (an update is expected every four years)
Work Environment
- The work environment characteristics are representative of those in a normal classroom/school setting that one might encounter while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
- Work indoors in a standard office environment, computer lab, and/or classroom environment
- Some exposure to childhood and other diseases in a school environment
- May be required to work outside of typical work days and office hours to meet operational deadlines
