Position: K-12 Administrative and Events Coordinator

Department: Head of School / DEIJ / Campus Services

Location: Straus Library, Milton Academy Campus, Milton, MA

Hours: Full-time with the flexibility to work nights and weekends
for events that fall outside the normal business day

FLSA: Non-Exempt

Classification: Staff (12-month)

Milton Academy is an independent college preparatory K–12 school, boarding and day in grades 9–12, located just outside of Boston.

Milton Academy cultivates in our students a passion for learning and a respect for others. Milton students grow by developing their own identities, learning from and listening to the lived experiences of others, and living and working among peers whose differences they accept with respect and care.

In our ongoing work to create an environment that confronts bias, injustice, and bigotry, we encourage each other to be open to learning, explore our histories and identities, and seek to understand the world around us with a critical lens. At Milton, we prepare students to partner with their future communities to create a more just world, and to have the courage to speak up and live by our motto, “Dare to be true.”

Summary of Position:

The K-12 coordinator role requires a friendly, professional, and organized individual to provide logistics planning, event coordination, and administrative support, with the goal of fostering a welcoming and inclusive community for students, families, and employees. We are seeking a dynamic and motivated individual to join our team and ably support the Head of School’s office, the Department of Equity, Inclusion, and Justice (DEIJ), and Campus Services and Events. This position assists with initiatives across all academic divisions, including the Lower School, Middle School, and Upper School. This position offers an excellent opportunity to become part of a dynamic team in a fast-paced environment and gain events-related expertise. Given the nature of the role, the coordinator will be a visible, welcoming presence who reflects the school’s organizational values and contributes to meaningful projects and initiatives in alignment with the school’s mission.

Please note: the individual in this role will have significant responsibilities related to the opening of school (late August and early September), parents’ weekend (late October), and end of year and graduation (late May and early June). Flexibility and availability after hours and on weekends will be needed in particular during these times. The individual in this position must be on campus daily during regular working hours, both during the school year and summer.

Essential Functions and Responsibilities:

In support of the Head of School

The coordinator will provide the following administrative support to the Head of School, in alignment with the Chief of Staff:

• Answer the Head of School office phone

• Manage the Head of School’s calendar, including the Leadership Team time off calendar and associated requests made in ADP

• Monitor the Head of School’s budget and submit relevant invoices and credit card statements for processing

• Arrange travel, as requested

• Arrange catering services, as requested

• Order supplies, including for the Straus kitchen, and ensure that Milton Academy gifts are available in adequate quantities

• Complete mailing & copying, as needed

• Other duties as assigned

In support of the Department of Equity, Inclusion, and Justice

The coordinator will perform the following types of support for the school’s K-12 DEIJ program:

• Support departmental events, including cultural events (e.g., opening of school, Culturefest, Holi, MLK, Lunar New Year, Pride, Ramadan, Yom Kippur & Sukkot), affinity group meetings, and other ongoing activities

  • Arrange logistics such as: sending invitations and managing RSVPs, booking space, ensuring room set ups are finalized for in-person events, setting up zoom links for remote and hybrid events, etc.

  • Place catering orders

  • Draft, edit, and send brief communications that clearly describe and announce community-wide events

• Coordinate DEIJ registration for external conferences and travel (e.g., People of Color Conference, SLDC, AISNE) as well as for on-campus speakers and conferences held on campus

• Coordinate training events, including VISIONS training for new employees

• Gather and submit DEIJ department-related reimbursements and invoices

• Attend department meetings & take notes at Board of Trustees sub-committee meetings

• Other duties as assigned

In support of Campus Services & Events

Working with the director and managers of campus services and events, the coordinator will:

• Enter new and modify existing events on the calendar, as directed and follow up with work orders and any event requests.

• Support event logistics, including placing orders catering to audio visual to set-up

• Ensure that the external Milton Academy website and Veracross intranet contains the latest information

• Meet vendors at set-up locations

• Support the execution of events on the day-of, by being a visible, active presence; address last minute needs and serve as a welcoming and helpful presence to attendees

• Greet visitors to the Straus Library building

• Must attend weekly/monthly calendar meetings participating with updates or event needs

• Must attend weekly CS&E department meetings

• The ability to work within the constraints of a budget

• Other duties as assigned

Supervision to be received: Supervised by the Chief of Staff in the Head of School’s Office, with a dotted line to the Chief Equity & Inclusion Officer and the Director of Campus Services and Events.

Supervision to be exercised: There are no direct reports for this position; however, the ability to work collaboratively with other administrators and departments and independently make decisions is critical.

Education/Certification/Licensure

Required: An associate’s degree

Preferred: A bachelor’s degree

Experience

Required: Experience in providing administrative and/or events support

Preferred: Three or more years of providing administrative and/or events support

Proven experience in supporting an individual in a leadership role

Project management and/or events experience

Budget management experience

Experience working in an independent boarding / day school

Competencies

Required:

• Proficiency in multitasking and organizing the work of self and others, with the ability to prioritize responsibilities and projects.

• Demonstrated ability to act with courtesy, tact, and diplomacy.

• Excellent verbal and written communication skills.

• Demonstrated computer expertise, including proficiency in Google Workspace, Microsoft Office and Adobe Creative Cloud. Ability to learn and adapt to new technology and communication systems, including Veracross.

• Ability to work collaboratively with internal and external constituencies.

• Understanding of confidentiality and related issues.

• Receptive to supervision and professional development.

• Eagerness to understand and adopt DEIJ principles and practices.

• Desire to be a part of a dynamic educational community.

Physical Abilities

Required:

• Must be able to work at a computer for up to 8 hours each day in conjunction with OSHA requirements.

• Must be able to move around the Milton Academy campus without restriction.

• Must be able to lift up to 40 pounds. Stand for extended periods of time, kneel, squat, move freely up and down stairs.

All interested internal candidates must complete an application for promotion or transfer and inform your supervisor as soon as possible.

The essential functions and basic skills have been included in this job description; 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.

An equal opportunity employer, Milton embraces diversity and the pursuit of excellence. All qualified applicants will receive consideration for employment and will not be discriminated against on the basis of race (including natural and protective hairstyle), color, sex (including pregnancy and pregnancy related condition), sexual orientation, gender identity, gender expression, religion, religious creed, physical or mental disability, age, genetic information, veteran status, ancestry, citizenship, national or ethnic origin or any other status protected by applicable law.