Administrative Coordinator

WHAT YOU’LL DO Facility Scheduling & Coordination Master Scheduling: Help maintain and update the comprehensive facility schedule for all areas within River Park, with a particular focus on athletics and recreational functions, to ensure optimal usage and prevent conflicts. Calendar Leadership: Lead and coordinate the recurring River Park calendar meeting to align internal schedules and programming. Guest Allocation: Coordinate River Park facility usage requests and accommodations for visiting guests and external groups, regularly updating relevant school departments and stakeholders. Guest, Partner, & Community Relations Front-Facing Guest Services: Act as a welcoming face of the facility, helping to check in guests upon arrival at River Park and managing the visitor experience. Partner Liaison: Serve as the primary administrative liaison between Harvard-Westlake and various designated River Park partners. Neighbor Relations: Act as a point of contact for River Park neighbors, addressing inquiries and/or involving other departments as appropriate, fostering positive community relationships, and handling neighborhood feedback professionally. Administrative & Office Operations Office Management: Oversee the daily operations of the River Park athletic administrative office, ensuring a professional environment and keeping clerical and office supplies fully replenished. Compliance & Paperwork: Efficiently manage and track all necessary paperwork, waivers, and documentation related to third‑party uses of River Park as well as club sports on any of the school’s three campuses. Athletic Department Support Event Management: Assist with the athletic ticketing process and event management for games, matches, and special sporting events. Cross-Campus Support: Provide general administrative support and assist with departmental duties for the athletic program at the Middle School and/or Upper School campuses as needed. Community Responsibilities Participate in school events, professional development days, and community programming as appropriate to the role Collaborate across departments and campuses in support of the school's mission Additional duties as assigned WHAT YOU BRING Experience: 2–4 years of experience in administrative support, facility coordination, or athletic department operations (experience in an educational or athletic environment is a plus). Communication: Exceptional interpersonal and communication skills, with a proven ability to interact diplomatically with neighbors, partners, staff, and students. Organization: High level of organizational skill and attention to detail; ability to manage multiple facility calendars and paperwork streams simultaneously. Technical Skills: Proficiency in office management tools, scheduling software, and standard spreadsheet/word processing applications. Flexibility: Adaptability to support administrative needs across different school campuses and handle shifting priorities in a dynamic athletic environment. SCHEDULE This is a 12-month, full-time, in-person position. The schedule includes nights, weekends, and holidays as needed to support the campus functions. COMPENSATION This is a non‑exempt position, eligible for overtime, with an hourly rate between $33.00 - $38.00 per hour, based on experience and qualifications. BENEFITS Top‑tier medical, dental, and vision coverage (Platinum Anthem PPO) with zero to low premium contributions 10% retirement match through TIAA — no cap, no vesting schedule On‑campus meal allowance — lunch included Professional and personal growth grants Subsidized employee housing (based on availability) Access to on‑campus gym and pool facilities Mental wellness resources and workshops Employee Affinity Groups Paid vacation, starting at two weeks and increasing accrual rates with tenure Paid holidays in addition to Thanksgiving, Winter, and Spring Break Complimentary tickets to local sporting and entertainment events Discount at the school bookstore EQUAL EMPLOYMENT OPPORTUNITY & ACCOMMODATIONS Harvard-Westlake School is an equal opportunity employer. We seek to recruit, develop, and retain a diverse workforce and are committed to creating an inclusive environment for all employees. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, gender identity or expression, sexual orientation, national origin, age, disability, or any other legally protected status. Harvard-Westlake is also committed to providing reasonable accommodations to qualified individuals with disabilities throughout the application and hiring process. If you require an accommodation to participate, please contact View email address on click.appcast.io and we will work with you to meet your needs. #J-18808-Ljbffr