Events & Rental Coordinator and Summer Programs Manager
Princeton Day School
Location: Princeton, New Jersey
Type: Full Time
4 Year Degree
Princeton Day School has an immediate opening for a full-time, 12-month exempt Events & Rental Coordinator and Summer Programs Manager. This is a new position for PDS; this position will give the right candidate a great opportunity to use their creativity and expertise of event planning to really allow PDS to shine through. This position wears many hats which requires the successful candidate to be able to multi-task and prioritize well, work in a collaborative fast-paced environment while also working independently and being self-motivated. What a fun and dynamic opportunity reporting to the Director of Facility Operations and Assistant Head of School for Finance/Operations.
The Event and Rental Coordinator works with community members and external renters to coordinate facility usage, full event production and faculty housing rentals. To achieve these objectives, the incumbent is the point of contact with the calendar committee, facilities department, security department, business office and faculty/staff members in reference to all school-sponsored events, facility usage and rentals. The Summer Programs Manager manages all aspects of the design and administration of Summer Programs and (in partnership with the Program Manager) co-directs the 9 weeks of programs (June-August).
Faculty Housing Rentals
Manage all rental and lease agreements including fees.
Coordinate all faculty housing move ins and move outs including communicating with The Director of Security, The Director of Facilities Operations, The Assistant Head of School for Finance and Operations and tenants to ensure all needs of these functions are met and that the required parties are kept informed.
Facility Rentals and Use
Coordinate all facility rentals and use including the School Building, The Athletic Center (for non-athletic events), Pretty Brook Farm, Fields (for non-athletic events) and all other Princeton Day School venues.
Coordinate all facility rentals and facility use with the Calendar Committee, The Director of Security, The Director of Facilities Operations, The Assistant Head of School for Finance and Operations and facility users to ensure all needs of these functions are met and that the required parties are kept informed.
Coordinate the execution of all Princeton Day School sponsored events including but not limited to Alumni Weekend, 1965 Society Donor and Prospect Cocktail Reception, 50th Reunion Brunch, End of Year Class Parties, Lifer’s Dinner, Baccalaureate, End of Year Closing Ceremonies and Commencement.
Manage the design of these events with the Division Heads, Admission Office, Advancement Office and other assigned faculty and staff.
Manage the execution of all events, coordinating all teams involved, including the Facilities Team, Security Team, Athletic Center Team and all other parties needed.
Coordinate rental of all equipment including but not limited to tables, chairs, linens, tents, staging, sound, lighting and all other equipment.
The event coordinator will keep all event owners and stakeholders up to date with the progress of the event.
Partner with the Communications Office to ensure adherence to the PDS brand and visual guidelines as it relates to major, outward-facing events.
Master Events Scheduling
Maintain and update the master events calendar.
Meet with all parties involved with the execution of events to confirm all requirements for a successful event are met.
On Site Event Contact
Coordinate final walk throughs with Stakeholders.
Be present for major events to ensure all goes smoothly.
Designate a contact for events that cannot be attended.
Set Up for Events
Set up tables and chairs.
Install tablecloths, centerpieces, flowers and all other finishes.
Improve Princeton Day Schools Rental and Event Processes
Evaluate processes and make suggestions for improvements.
Research and make suggestions for suppliers, systems and software that would make Princeton Day School Events and Rental processes more efficient.
Summer Programs Administrative Management:
Manages all aspects of the design and administration of Summer Programs including, but not limited to:
Hiring and training of instructors and counselors; updating counselor and instructor handbooks
Program scheduling and space utilization
Working with communications department on promotion/marketing
Generating and submitting employee contracts to HR; and preparing and issuing contracts to outside programs (Blackrocket, Drobots, Competitive Edge, Nike, etc.)
Managing camper registration system and generating status reports
Ordering camp supplies (including but not limited to staff and camper shirts); receiving and inventorying all supplies
During the 9 weeks of camp (partnering with the Program Manager) co-directs camp in order to ensure smooth operations, adherence to camp protocols and that campers’ experience is fun and enriching.
Fields all phone calls and emails, and gives tours to prospective campers.
With the Program Manager, the Admin Manager’s position is “public facing” and expected to be marketing not only Summer Programs but also PDS’s PK-12 programs to all constituencies.
Ensures compliance with NJ Youth Camp Standards.
Closes up camp at end of season, ensuring all camp materials and supplies are stored properly; and that all fees have been collected and invoices paid.
Documents improvement plans, noting opportunities to improve through the program and implementing the new processes.
This position supervises seasonal Summer Programs staff including office assistants, Counselor Coordinator, health staff, instructors and counselors.
Excellent organizational and interpersonal skills
Excellent customer service skills
Demonstrate professionalism in all aspects of the job
Excellent communication skills including verbal, written and digital (email / text)
Excellent technology skills including Google Products, Microsoft Products as well as other software
Meticulous attention to detail
Ability to work independently
Ability to handle multiple tasks with competing priorities
Ability to coordinate multiple projects at once with varying deadlines
Problem solver and creative thinker
Ability to follow oral and written directions
Ability to collaborate with colleagues across the institution
Energy and enthusiasm to ensure a positive experience for all constituencies
Education And/Or Experience
Experience with rentals, leasing and/or event coordination
Experience with summer camp or auxiliary programs administration
Certificates, License, Registrations
Valid Driver’s License (must be insurable by PDS insurance company)
Black Seal Boiler License (or able to obtain within 6 months of hire)
Ability to work in hot and cold environments (Example: Alumni Weekend outdoor events, events in the ice rink)
Ability to work in dark environments (Example Alumni Weekend)
Ability to work in loud environments (Example: DJs)
Ability to stand and walk for 8 hours
Ability to lift, push or pull 30 lbs
Must be able to use Google Suite and Microsoft Suite Products including email.
Must be able to communicate effectively using email and text messaging.
Must be able to set up, update and maintain digital calendars and schedules.
Must be able to analyze data, prepare reports and prepare presentations.
This position works 5-days in the office and must be able to work on evening and weekend events. We offer an excellent compensation package including 6 weeks paid time off and 15 holidays. Princeton Day School aspires to create a diverse, equitable and inclusive community in which all members are seen, challenged, affirmed, respected and valued.
If this sounds like you and you want to be part of an incredible community, please apply by sending your resume, cover letter and professional references to firstname.lastname@example.org.