Winterim Coordinator

Job Title: Winterim Coordinator

Department:Student Services

Reports to:Vice Principal for Student Services and Student Learning

Classification:12-month staff contract; exempt

Hours: Part-time; 10-15 hours/week and full-time during two weeks of Winterim

Benefits: Applicable per designated classification

Prepared Date: 2017 Approved by: S. Bult

Job Summary: The Winterim Coordinatormust be a spiritually sensitive individual who understands the mission of Wheaton Academy and is committed to help see it become a reality in the lives of our students by manifesting, by precept and example, the highest Christian virtue and personal decorum, serving as a Christian role model (I Timothy 4:12) both in and out of school (Luke 6:40), and as an example to parents and fellow employees in judgment, dignity, respect and Christian living according to Conditions of Employment outlined in the WA Staff Contract. The ability to work effectively with various publics (strong people skills) and handle confidential information appropriately is a pre-requisite. The individual should possess a strong work ethic, enjoy problem solving, communicate professionally, patiently, and kindly with parents, students, and faculty and be willing to adapt to change. The individual should also be flexible, a self-starter, detail-oriented, patient, reliable, adaptable, organized, willing to learn new skills and tasks and teachable. The individual should be able to improve current systems and processes or create new ones if needed.

Essential Duties and Responsibilities include the following. Other duties may be assigned.

Trips

  1. Partner with faculty and staff to design Winterim trips that vary in focus and cost
  2. Approve detailed itineraries for each proposed Winterim trip
  3. Partner with travel companies to build and execute trips that best fit our school’s needs
  4. Train trip leaders and trip chaperones on maintaining budgets, implementing payment schedules, executing safety protocol, and ensuring best practices for student travel
  5. Partner with the business office to select appropriate travel insurance packages
  6. Facilitate the trip application process for student travel through the process of announcing trips, managing questions from families, launching the online application, and collecting and depositing trip payments
  7. Collaborate with the Winterim Committee to determine trip rosters
  8. Contact parents and/or students regarding trip choices to ensure proper placement and funding needs
  9. Build content for the website and manage Winterim trip webpages
  10. Oversee trip leader budgets through a quarterly review process before travel and a final budget review upon trip completion
  11. Partner with the Development office to oversee mission trip funding and the tax deduction process
  12. Oversee trip leaders’ parent meetings and serve as a notary for necessary forms
  13. Support trip leaders while traveling by being the primary contact state-side throughout the two weeks of Winterim
  14. Plan and execute a communication plan for students and parents through the avenues of Academy Central, Community Time, and WA Weekly
  15. Design and present the Winterim curriculum and necessary training for parents during Back to School Night, Prospective Family Nights/Days, and Curriculum Night

Classes

  1. Partner with WA faculty and staff to design Winterim classes
  2. Recruit and hire guest instructors to supplement Winterim classes
  3. Collect and approve lesson plans and learning objectives for each class
  4. Facilitate the class registration process through announcing classes, managing questions from families, and launching the online registration
  5. Work closely with Student Services to place students in the appropriate classes and manage enrollment
  6. Partner with registrar and IT director on campus during the days of registration to ensure that registration successfully occurs
  7. Build content for the website and manage Winterim internship webpages
  8. Train Winterim instructors before classes begin
  9. Coordinate field trip bus schedule for classes and acquire additional transportation if needed
  10. Assign Winterim classrooms for each class and ensure that teachers have the necessary supplies and technology to execute daily lessons
  11. Balance and maintain the Winterim class budget
  12. Oversee each Winterim instructor’s budgets and coordinate with the business office to implement any needed course fees and additions to pay roll.
  13. Serve as the Winterim “principal” and support teachers on campus during the two weeks of Winterim
  14. Oversee the assignment of final grades to students
  15. Plan and execute a communication plan for students and parents through the avenues of Academy Central, Community Time, and WA Weekly
  16. Design and present the Winterim curriculum and necessary training for parents during Back to School Night, Prospective Family Nights/Days, and Curriculum Night

Qualifications

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education and/or Experience

Bachelor’s Degree (B.A. or B.S.) or equivalent from a four-year college is preferred; or six months to one year related experience and/or training; or equivalent combination of education and experience.

Computer Skills

To perform this job successfully, an individual should have knowledge of; Microsoft Excel, Word, Outlook, PowerPoint and Publisher software. Knowledge of database systems also required.

Administrative Support

  • Anticipates and proactively completes departmental tasks

Correspondence

  • Demonstrates proficiency in editing and positive tone in E-mails and written communication

Project/Event Management

  • Solicits clear and specific goals and objectives for the project/event
  • Executes the project/event in consideration of any time and budget constraints
  • Develops and documents procedures to ensure repeatable systems

Scheduling

  • Foresees possible calendar conflicts and takes the initiative to adjust appointments/meetings as necessary

Organization

  • Maintains a logical filing system and is able to locate requested documents within minutes

Timeliness

  • Handles a myriad of regular administrative details and additional responsibilities when asked

Decision Making

  • Maintains an open mind and participates in team or department decision making and encourages others
  • Builds consensus in making decisions
  • Makes decisions with limited resources when necessary

Multi-Tasking/ Independence

  • Works efficiently; is known as a self-starter, sees what needs to be done and takes the initiative to do it

Communication

  • Regularly updates supervisors on how things are going including things that are going well and items that need improvement
  • Comes to supervisor as a problem solver when problems are observed
  • Keeps confidences when asked about confidential issues and directs the question to his or her supervisor

Community Influence

  • Is a regular attendee at co-curricular activities

Office Climate

  • Exhibits supportive and positive and reciprocal respect to students and co-workers
  • Welcomes interruptions in order to offer assistance

Versatility

  • Adapts his/her role for the benefit of the WA community

Attitude towards School

  • Exudes a positive attitude and love for WA wherever he/she goes

Collaboration with Colleagues

  • Establishes relationships that allow employee to help colleagues develop to their full potential
  • Maintains a sensitivity to others’ workload and is willing to step in to assist

Spiritual Formation

  • Has a growing and vibrant relationship with Jesus Christ
  • Demonstrates biblical maturity and serves as a Christian role model
  • Maintains an active participation in an protestant evangelical church

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