Head of Programme Management

The Pingry School, a prestigious K-12 coeducational, independent day school with a rich history dating back to its founding by Dr. Pingry in 1861, stands at the forefront of academic excellence in the United States. With campuses located in Basking Ridge, Pottersville, and Short Hills, New Jersey, Pingry is celebrated for its academic programs, a student-written Honor Code that underpins our community values, and a comprehensive commitment to arts, athletics, community, and civic engagement. Our mission is to inspire in our students a lifelong passion for learning, personal development, and social responsibility, preparing them to be global citizens and luminaries of the 21st century. Rooted in relationships and guided by our foundational philosophy, Pingry is a vibrant community of more than 1,100 students hailing from over 90 towns across New Jersey and New York. For more information, we invite you to visit our website at pingry.org or connect with The Pingry School on Facebook, X, and Instagram to discover why we love school. Position Summary The Auxiliary Programs Rentals Coordinator leads the growth and management of The Pingry School’s facility rentals across three campuses, building lasting partnerships that generate revenue and strengthen community connections. This year-round role includes a focus on summer rentals coordinated alongside Pingry Summer, a vibrant “third semester” that brings together the school’s academic and athletic traditions with the energy of summer exploration. With more than 100 programs spanning signature day camps, athletics, arts, and academics, summer offers meaningful opportunities to grow partnerships while supporting a culture of belonging, honor, and safety.
The Coordinator manages the full year long rental process, from developing prospective partnerships and negotiating contracts to coordinating facility use, ensuring compliance with insurance and safety requirements, and initiating invoicing. As the primary contact for rental partners and a close collaborator with internal teams, the Coordinator balances excellent customer service with the school’s operational needs, student priorities, and mission. Clear communication, careful planning, and coordinated handoffs help ensure that colleagues have the information and arrangements needed to support successful rentals.
This is a full-time, salaried position with evening and weekend commitments. The role requires responsiveness to time-sensitive rental needs, including availability by phone outside standard business hours when needed. The Associate Director of Auxiliary Programs and the Director of Summer Programs will partner with you to coordinate your weekly schedule and coverage in support of rental and program commitments.
Candidate Profile You are energized by people, motivated by building relationships, and proud of delivering an excellent customer experience. You bring a positive, practical approach to challenges and enjoy turning a conversation into a lasting partnership.
You listen closely, ask thoughtful questions, and communicate confidently in person, on the phone, and in writing. You connect with a broad range of people, from rental partners and community organizations to facilities colleagues, school leaders, and board members. You are comfortable picking up the phone, pursuing new leads, and following through to turn interest into confirmed partnerships. You also recognize the potential in existing relationships, helping clients discover additional ways to partner with Pingry. Curious and open to feedback, you bring fresh ideas for expanding summer and year-round rentals while respecting the needs of the school community.
You keep track of contracts, insurance documentation, scheduling, and billing details, and you follow through on commitments. You anticipate what colleagues will need and establish clear plans and handoffs so Facilities, Operations, Athletics, and program teams can support successful execution.
You balance responsiveness to clients with the responsibility to uphold school policies, safety requirements, and student priorities. Advanced business analysis does not need to be your specialty, but you are comfortable partnering with colleagues to understand reports and recommendations, use data to guide your work, and maintain accurate records. Revenue Generation & Pipeline Management

Identify and vet external organizations and vendors to build a robust pipeline of "premium" rental partners (e.g., specialized camps, athletic organizations, theater productions) that align with Pingry’s brand standards.
Serve as the primary relationship manager for all external rental organizations, ensuring high-quality customer service and long-term partnership retention.
Portfolio Growth: Partner with the Director of Auxiliary Programs to develop revenue strategies that maximize asset utilization during summer and off-peak periods.
Risk Management & Compliance Governance

Manage the end-to-end contracting process, ensuring that every rental agreement is current, legally sound, and protective of the institution.
Compliance Guarding: Act as the final checkpoint for Certificates of Insurance (COIs) and all required safety documentation for external partners, ensuring zero compliance gaps before facility use.
Safety Coordination: Communicate and enforce all Pingry safety and security protocols with external partners, including emergency procedures and facility access standards.
Resource Advocacy: Collaborate with Facilities, Operations, and Athletics to maintain the definitive master calendar for auxiliary facility use, preventing "rogue" bookings or internal scheduling conflicts.
Ensure that rental operations across all three campuses are coordinated and do not interfere with the primary student experience or signature programs.
Financial Integration & Workflow Execution

Spearhead continuous improvement initiatives by designing, implementing, and optimizing robust operational systems and workflows to support scalable, high-volume rental operations while improving efficiency and the client experience.
Full Lifecycle & Strategic Partnership: Partner directly with the Assistant Director of Auxiliary Programs to drive the complete rental lifecycle, managing everything from lead intake and contract execution to on-site coordination, invoicing, and final billing reconciliation.
Administrative Liaison: Provide essential data and documentation to the Controller and Accounting Supervisor to ensure timely revenue reconciliation and financial reporting.
Bachelor’s degree in Business Administration, Event Management, or a related field.
Proven experience in contract management, invoicing workflows, and financial compliance.
Project Management: Exceptional organizational skills with the ability to manage the high-velocity logistics of a multi-campus rental portfolio.
Skilled in the Google Suite, CampBrain, and financial reporting tools, with an ability to maintain data integrity across multiple platforms.
A meticulously organized mindset that ensures every COI is valid and every contract is signed before a foot steps on campus.
Qualified candidates are invited to apply online at .
Pingry offers a comprehensive benefits package to full-time employees, including, but not limited to, medical, dental, and vision coverage; retirement plans with employer matching; life and disability insurance; tuition remission for employees' children; The Pingry School aspires to be an anti-racist community and is committed to the principles of Diversity, Equity, and Inclusion. The Pingry School's employment policy is that individuals will receive equal opportunity in all matters pertaining to recruitment, employment, salary, promotion, and assignment, regardless of race, religion, color, gender, sexual orientation, gender identity, national origin, age, disability, pregnancy status, genetic information, marital status, amnesty or status as a covered veteran, or other basis proscribed by federal, state, and local law.