Community Well-Being Program Coordinator at The Hamlin… · San…

Community Well-Being Program Coordinator

Reports to: Director of Community Well-Being

Hours/Classification: 80% Time (32 hours/week); Non-Exempt; In-Person, Academic Year schedule (10 month), + Benefits

Position start date: August 10, 2026

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Expectation of Employee Civility and Commitment

The Hamlin School seeks to hire employees who will support and implement the school’s mission and Creed at all times. Hamlin employees are known for being compassionate, collaborative, and dedicated professionals who treat their colleagues and supervisors with respect and who take seriously the daily care of Hamlin students.

Hamlin students are celebrated because of their curious minds, joyful work ethic, and intellectual tenacity in the classroom; that said, the school is convinced that ensuring the students’ academic growth is only one part of its work. All Hamlin employees, whatever their role or title may be, are responsible for the students’ physical safety and mental health, social-emotional well-being, and moral development.

Hamlin employees are committed to their own professional growth; as such, they pay close attention to the research and innovations that impact teaching and learning. All employees are expected to be flexible thinkers and nimble actors in support of the school’s overarching strategic goals and daily commitment to academic and ethical excellence.

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At The Hamlin School, we are committed to a policy of equal employment for all applicants and employees. As part of our commitment to a diverse and inclusive workplace, we recruit and hire applicants with diverse backgrounds and professional experience that show their commitment to K-8 education and being a contributing member of a learning community.

Primary Responsibilities

1. Event & Program Logistics

• Coordinate logistics and communications for community well-being events, workshops, and meetings (e.g., affinity spaces, parent education, professional development, student programming)
• Manage scheduling, space reservations, and calendar coordination across divisions
• Support event setup and breakdown, including materials, technology, and hospitality
• Track RSVPs, attendance, and follow-up communications for special events and gatherings
• Liaise with internal teams (i.e. facilities, tech, advancement, division heads) to ensure smooth execution

2. Administrative & Operational Support

• Provide calendar management and scheduling support for the Director of Community Well-Being
• Draft and send routine communications to faculty, staff, and families
• Maintain organized systems for documents, resources, and program materials
• Support budget tracking, reimbursements, and purchasing for the department (i.e., wellness initiatives like “The Well”)
• Assist in the preparation of materials for meetings, presentations, and reports (i.e. slides, agendas, handouts)

3. Program Coordination & Implementation

• Assist in the coordination of ongoing initiatives (i.e. K–8 wellness and belonging framework, mentorship programs, survey rollouts)
• Track project timelines, deliverables, and follow-up tasks
• Support data collection and organization (e.g., survey results, attendance, feedback)

4. Community Communication & Engagement

• Support communication efforts that promote wellness and belonging initiatives
• Assist in drafting newsletters, announcements, and event invitations
• Help ensure messaging is clear, inclusive, and aligned with school values
• Respond to routine inquiries from community members or direct them appropriately

5. Meeting & Team Support

• Coordinate, occasionally attend, and support meetings (e.g., SWATCH, committees, task forces)
• Take and distribute notes, track action items, and follow up on next steps
• Prepare meeting agendas and organize supporting materials in collaboration with the Director of CW

6. Systems & Process Management

• Develop and maintain efficient systems for tracking events, communications, and program data
• Identify opportunities to streamline workflows and improve operational efficiency
• Ensure consistency and organization across all Office of Community Well-Being functions

Qualifications & Skills

• Strong organizational and project management skills with attention to detail
• Kind, unflappable demeanor in a high-paced, high standards environment
• Ability to manage multiple priorities and meet deadlines in a dynamic environment
• Excellent written and verbal communication skills
• Discretion and professionalism when handling sensitive information
• Collaborative mindset and ability to work across multiple stakeholders
• Comfort with Google Workspace and basic data tracking tools
• Interest in or commitment to wellness, belonging, and community engagement

Preferred Professional Experience and Skills

• Experience supporting events or program coordination in a school or nonprofit setting
• Ability to anticipate needs and proactively solve problems
• Flexibility, adaptability, and a calm, solutions-oriented approach
• Strong interpersonal skills and cultural humility