Systems Coordinator, Summer Programs

Reporting to the Director of Summer Programs, the Systems Coordinator, Summer Programs serves as the point person in Summer Programs regarding the management of the admission database system; provide back-up secretarial and administrative support to the Director and Associate Director of Summer Programs and as needed to the various deans when Summer Programs is in session. With the Administrative Assistant, actively engage at various levels in projects in the Summer Programs' office and assist in the workflow of the office.

This is a full-time, year round, benefits eligible, non-exempt, staff position.


  1. Working in concert with the School's Department of Information Technology Services, manage, maintain, and validate data in various Summer Programs information systems. These include the summer admission system, the Faculty and Interns dataset, the Student Information System (SummerSIS), and the various web portals for faculty, staff, students, and parents that pertain to Summer Programs. Produce reports and analytic information. In this role, act as the data steward for each system and, in conjunction with ITS, oversee annual updates for the admission cycle; implement new features; and identify and resolve user issues.
  2. Maintain data on students in SummerSIS; maintain and produce Crystal Reports as needed by the Office (e.g., enrollment lists, student lists, etc.); and train others as necessary on the use of the various systems.
  3. Serve as the technical liaison for Summer Programs, for example, with ITS and the Office of Institutional Research, and in this capacity serve on the Information Managers Working Group (IMWG).
  4. Manage tuition collection for Summer Programs, including past due balances, and outreach to program partners.
  5. Contribute to recruitment efforts, representing Summer Programs at times at receptions, fairs, and events.
  6. Collaborate in the processing of student applications, recommendations, school reports and transcripts, biographic data, application status information, and medical forms.
  7. Schedule students enrolled in Summer Programs.
  8. Coordinate applicant files for students in the various Summer Abroad Programs.
  9. Manage the Summer Faculty and Teaching Intern database and, with Human Resources, coordinate mailings to new hires.
  10. Actively engage at various levels in projects in the Summer Programs office to include, but not limited to:
    Collaborate on programmatic mailings to families of applicants and students, including student letters of acceptance, contracts, and health forms.
    With the Associate Director, oversee the FA budget and letters.
    Produce and email student reports at the end of the summer.
    Prepare transcripts for current and incoming academic year students who attend Summer Programs.
    Provide back-up secretarial and administrative support to include proofreading, editing, answering phones, scheduling appointments, processing mail, and related support to ensure the smooth day-to-day running of the office.
  11. Other related duties as assigned.

Minimum Requirements:

  • Previous administrative assistant experience required. Experience within secondary or higher education preferred.
  • Computer proficiency using a Windows 7/10 computer.
  • Proven working knowledge of Microsoft Office 365 (Word, Excel, PowerPoint, Outlook) and Adobe Acrobat.
  • Minimum 3 years experience in a work environment which incorporated CRM, educational, or HR tracking functions strongly preferred.

Essential Characteristics:

  • Experience with a SQL based relational database (educational, human resources, or medical) and Crystal Reports preferred.
  • Strong interpersonal skills with the ability to interact and work effectively with students, parents, and other employees at all levels with warmth, tact, and professionalism.
  • Excellent telephone and customer service skills.
  • Excellent organizational and administrative support skills with the ability to effectively prioritize multiple tasks in a fast-paced environment.
  • Willingness to work as a team with other members of the department.
  • Excellent proofreading, verbal, and written communication skills, with strong attention to detail.
  • Ability to handle confidential material in a discreet manner.
  • Willingness to learn and use any electronic software and electronic devices as the job requires.
  • Flexible mindset and willingness to try new approaches to a task or project.

Essential Physical Requirements: Ability to climb stairs, bend, lift and carry light objects, open file drawers. Fine motor skills required for data entry, phone, fax, and writing.

To apply, please click this link: http://employment.choate.edu/job/103568/systems-coordinator-summer-programs