TITLE: Department Coordinator / Program Assistant
REPORTS TO: Director of Religious and Spiritual Life
STATUS/HOURS: Three-quarter time, 32 hours/week, flexible hours Monday – Friday, between 8:00am - 4:00pm during the academic year, significant reduction in hours during breaks and summer school. Schedule may vary according to departmental and Academy needs.
DATE: June 2025
Pay Group
Type
Status
Fiscal Year Weeks
Class
Department
Location
Non-Exempt
Regular
TQT
Academic Year, occasional summer hours
STAFF
Religious Services
On-campus
Position Purpose
Provide support for the Religious and Spiritual Life Department at the direction of the Director of Religious and Spiritual Life (“the Director”). Assist student religious groups, coordinate the use of PCMC by the academy and larger community, and manage the office, including by handling invoices, the website, space use schedule, and performing facility management tasks. Work with students and religious life advisors to plan and execute weekly faith group gatherings and special events, most of which necessitate catering and food service coordination.
Job Responsibilities
Event Planning and Hosting for Weekly Gatherings of Student Religious and Spiritual Life Groups:
- Coordinate and schedule the use of PCMC for all religious activities (currently numbering eight distinct faith traditions and twelve regularly scheduled associated activities), consistent with the directions of the Director.
- Work with faculty advisors, students, Academy dining services and catering staff, and outside food service professionals to coordinate and execute ordering, set up, service, and clean-up of faith group gatherings.
- Serve as needed as a greeter and host of the facility for regular religious and spiritual life gatherings and weekly meditation.
Facility Management:
- At the direction of the Director, maintain responsibility for the general aesthetics of PCMC, including for regular gatherings as well as holiday displays and special events.
- Respond to inquiries and schedule life milestone events such as memorial services; assist with such events, including by coordinating custodial coverage, sound system, and other tasks.
- Assist with special presentations and other campus events, including holiday events, reunion, and memorial services held in the sanctuary and other rooms of PCMC.
Assisting Director of Religious and Spiritual Life:
- Receive and respond to telephone messages and emails, maintain the website, post on Instagram, and design and distribute fliers for special events.
- Process all invoices for the department in a timely and organized manner.
- Maintain church calendar(s), event schedules and bulletin boards; order, receive, and maintain office and church inventory and supplies.
Student Support
- Create a welcoming space for both religious and non-religious students.
- Hire, train, schedule, and manage student workers.
- Occasionally securing offsite locations for religious service groups to meet or have an event.
- Work with the Director on an as-needed basis, depending on the candidate’s areas of interest and expertise, on spiritual life initiatives and projects to enhance student life.
Knowledge, Skills & Competencies
Skills & Knowledge
- Strategic high-level thinking coupled with the attention to detail necessary for successful planning and execution.
- Must be detail-oriented.
- Proven excellent client support skills with demonstrated evidence of strong business acumen.
- 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.
- 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
Department Student Workers
Position Requirements
Education
- Bachelor’s Degree preferred or commensurate experience
Experience
- 3+ years’ administrative experience, preferably in a non-profit environment.
- Experience working successfully with diverse populations.
- Experience working with adolescents in an educational setting preferred.
- Experience working in an interfaith setting preferred.
Physical Requirements
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.
- Reaching by extending hand(s) or arm(s) in any direction.
- Ability to go up and down flights of steps, as well as stoop, kneel, crouch, and bend.
- Ability to lift and transport up to 25lbs without assistance.
Additional Requirements
- Successfully complete a criminal background check (reviewed every 5 years).
- Clean Driving record (reviewed annually).