Students Services/Activities Coordinator

Students Services/Activities Coordinator

• EF Academy-International Boarding Schools

The Student Services/Activities Coordinator works closely with the Activities Specialist and Dean of Students by assisting with the planning, organization and execution of the activities program for the EF Academy community across the academic year. This individual is responsible for providing administrative and logistical support for the activities to ensure the seamless execution of on- and off-campus opportunities for our students. The Student Services/Activities Coordinator is responsible for directing and implementing program logistics such as bus transportation, event planning, and payments to suppliers. This is a high-energy role that requires a strong leader and manager, someone who can drive the program and ensure faculty and staff have the tools, training, and guidance to provide life-changing experiences for our students.

As both a start-up and a boarding school, at EF Academy Pasadena our faculty and staff are guided in their practice by an educator competency architecture with four domains that define how to be and become inspiring educators, committed caretakers, courageous innovators, and relationship builders. Working on this team of staff requires a commitment to best practices, a comfort with iteration, and a fervor for collaboration.

Professional Qualifications and Qualities:

• Experience in a residential setting strongly preferred;
• 2+ years of experience working with adolescents in an educational, residential or care-taking setting;
• Desire to work with young people to support their well-being, growth and development;
• Commitment to making a positive impact on the lives of adolescents and willingness to embrace the opportunities of the boarding school environment;
• Excellent organizational, communication, and decision-making skills including attention to detail, the ability to manage multiple tasks under pressure, and in a timely manner;
• Ability to administer policies fairly and consistently;
• Excellent interpersonal skills including a demonstrated ability to work collaboratively and communicate effectively with diverse constituencies including students, faculty, administrators, and parents;
• Significant foreign travel or cross-cultural experiences a plus;
• Ability and desire to work during hours when students are not in class, including early mornings, evenings and weekends;
• Be a motivated and flexible team player that is ready to work towards the good of the community.

Key Responsibilities in each domain:

We take our responsibility of 'in loco parentis' very seriously. When students are in our care, they are the most important thing in the world. Every interaction with them should come from the heart.

• Execute on-campus weekend activities support as directed by the Activities Specialist and Dean of Students
• Partner with Activities Specialist and Academic Operations Administrator to coordinate logistics with afterschool clubs, including club changes, club lead schedules, and Club Fairs
• Support with attendance for Sports, activities and trips
• Collaborate with the Director of Wellness Programming to assist with Advisory event coordination and logistics, as well as provide on-site support
• Coordinate external transportation for the activities that require charter buses, mini-buses, and vans
• Organize and manage reservations and checkout process for internal transportation (campus vans)
• Coordinate activity program logistics, including bus transportation, weekly shuttles, staff scheduling, and troubleshooting.
• Evaluate and complete risk assessments for on-campus activities and off-campus excursions
• Collaborate with the Director of Experiential Learning on recurring field study transportation needs, including the Fall Immersion trips
• Drive vans to transport students and staff off-campus to and from various local and regional excursions, field studies, athletic events, and campuswide celebration
• Liaise with the campus lifeguard team to coordinate scheduling and maintain accurate Orah passes
• Liaise with relevant staff who supervise the Fitness Center to coordinate scheduling and maintain accurate Orah passes.
• Participate in and attend school events to support students and develop our sense of community.
• Mailroom maintenance, involving sorting and distributing mail, being responsible for posting outgoing mail, and arranging couriers.
• Supervise student safety, success and happiness outside the academic day and at weekends.
• Contribute to a caring and student-centered approach to our residential community, working closely with the Residential Life Team to ensure that all students feel known and included.

Relationship Builders

We offer our students a second home. They join an extended family that cares for them, nurtures them and encourages them to become their best selves.

• Coordinate the planning and execution of faculty and staff events, including monthly social events and quarterly celebrations
• Establish partnerships with local businesses, organizations, and facilities to expand our community's access to an even wider range of activities and engagement opportunities
• Maintain relationships with key departments on campus and collaborate event organization (e.g. Facilities, Campus Safety, Athletics, Academics, Dining, Residential Life, etc.)
• Contribute to a caring and student-centered approach to our residential community, working closely with the Residential Life Team to ensure that all students feel known and included.
• Get to know and understand students by spending time with them, celebrating their accomplishments, encouraging them through challenges and providing emotional support.
• Contribute to community-building through supporting student welcome, arrival and departure days.
• Participate in and attend school events to support students and develop our sense of community.
• Maintain a proactive approach in the retention of students by ensuring they feel supported through collaboration with parents and EF Academy staff.

Create meaningful and intentional learning opportunities through residential life programming for students to learn how to be proactive and self-reflective in managing their well-being, developing their independence, and engaging in the community.

• Support the Activities Specialist with developing a cohesive activities curriculum which supports and partners with Residential Life and Academics.

Be brave in collaborating with others to implement exciting and creative opportunities for students to develop their cultural competency.

• Assist with the planning and implementation of major student events, including Welcome Days, Winter Formal, Culture Fair, Prom, and Senior Week
• Serve on the graduation planning committee

In keeping with the nature of this role, other duties may be assigned as required.

Working Hours:

Full-time non-residential position

This is a non-exempt, salaried 10-month position. The average working week will be 40 hours per week Tuesday through Saturday during periods when the campus is open, with opportunities for additional hours to cover events and busy periods. Hours will be structured around time when students are not in class, so will be mostly afternoons, evenings. Saturday hours will vary depending on the scheduled activities. The hourly rate for this role is $19.23 and the annualized salary is $40,000 (this is paid across 12 months). Opportunities to coach, lead clubs/sports, drive vans, or support Residential Life shifts are available for reassigned hours or overtime pay.

About EF Education First

At EF we believe that the world is better when people try to understand one another. Since 1965, we have helped millions of people see new places, experience new cultures, and learn new things about the world and about themselves. Our culturally immersive education programs—focused on language, travel, cultural exchange, and academics—turn dreams into international opportunities.

When you join EF, you join a multicultural and diverse community working across more than 600 schools and offices in 50 countries, all with one shared mission of opening the world through education. Whoever you are, whatever you are passionate about—we welcome you and want you to bring that to work every day. EF is proud to be an equal opportunity employer and we are committed to inclusion and belonging across race, ethnicity, gender, age, religion, caste, parental status, identity, experience and everything else that makes you unique.

Founded in Sweden in 1965, EF has schools and offices around the world, including hubs in Boston, London, Mexico City, São Paulo, Shanghai, Stockholm, Zürich, and more. Learn more at

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