Program Assistant

SCHEDULE: Three-quarter time, 37.5 hours/week during the academic year (10 months). Some nights and weekends required. Schedule may vary according to departmental and Academy needs.

Pay Group

Type

Status

Fiscal Year Weeks

Class

Department

Location

BiWkly (Hourly)

Regular

Three-Quarter Time (Benefited)

Academic year (40 weeks)

Staff

ESSO

On-Campus



Position Purpose

Help meet the goals of the Community Service Program at Phillips Exeter Academy through the promotion of, support for, and response to student interest and involvement in community service.

Job Responsibilities

• Provides general administrative support for the ESSO office and manage routine office activities.
• Work to promote and recruit student volunteers to respond to community-identified needs and other service-oriented initiatives; assist in the recruitment of drivers and advisors to support the service program and drive as needed.
• Support and help respond to student initiatives related to community service and volunteerism; interact and collaborate with students to implement their ideas for clubs.
• Respond to community-initiated needs and requests and seek corresponding matches with student volunteers and initiatives through the student leadership structures.
• Maintain communication with student leadership and coach them as needed to fulfill their responsibilities. Including, conducting annual club performance assessment with all student club leaders, create calendar and scheduling for all ESSO clubs and assist in developing management skills in all student leaders.
• Assist with coordination and tracking of all volunteer and service events working with student leaders, advisors and drivers; maintain records and statistics, and manage database to keep accurate records of community service initiatives; provide an annual summary report; administer and interpret surveys as needed.
• Manage and maintain internal and external communications for ESSO i.e., Community Calendar, Portal, Website; assist in updating and maintaining Exeter Connect and PEA website.
• Oversee the daily calendar of events and opportunities and manage department calendars for completion of all the tasks related to the planning of these events.
• Assist in preparation of awards and recognition for the student leaders, community partners, drivers and employees who participate.
• Maintain income and expense records, track donations and usage.
• Draft correspondence for invitations, donations and acknowledgements.
• Coordinate logistics for all campus wide volunteer activities.
• Administrative support of all school activities (Formsite, Sched, room assisngment and tech needs) including MLK day, Fall class orientation, Climate Action day…
• Work independently on various projects as assigned by Director.
• Drive students to off-campus volunteer opportunities. Chaperone trips as needed.
• Compile end-of-year reports for the Trustees and IA records.
• Meet with all student ESSO leaders at the end of the year to create club reports and plans for next year.

• Purchase supplies for student’s activities, maintain adequate supplies for regularly scheduled programs.

Knowledge, Skills and Competencies

• Respect for diversity of identities and experiences, an orientation toward equity and inclusion, and cultural competency in all aspects of Academy life.
• Strong interpersonal skills with ability to develop and maintain collegial relationships.
• Excellent communication (written and verbal) skills.
• Demonstrated ability to work with students by building trust and credibility.
• Excellent analytical and problem solving skills as well as a strong customer focus.
• A strict adherence to confidential policies is required.
• Ability to work independently and handle multiple priorities and deadlines simultaneously.

• Proficient in MS Office suite, Formsite, Drupal, Survey Monkey, Colleague and Informer
• Willingness and ability to learn additional applications as needed.
• High degree of organizational skills with the ability to be flexible and multi-task with accuracy.
• Ability to follow verbal and written directions, maintain a professional demeanor and restraint at all times, including stressful situations.

Direct/Indirect Reports

None.

Position Requirements

Education

• High school diploma or GED preferred.
• Some college experience helpful.

Experience

• Valid driver’s license required.
• Must be able to work closely with students to encourage program participation and development.
• Experience working with student volunteers preferred.
• Experience with a volunteer organization preferred.
• Experience working with adolescents in an educational setting is preferred.

Additional Requirements

1. Successfully complete a criminal background check (reviewed every 5 years).
2. Clean Driving record (reviewed annually).
3. Must be able to drive students in Academy owned vehicles including the Red Dragon.