Campus Administrative Coordinator

• EF Academy-International Boarding Schools

This role is essential in working closely with the Campus Director to support the smooth coordination of campus logistics all year round. This important role coordinates the campus operations and provides support and guidance to staff, ensuring efficient workflow and workforce performance. Effective and timely liaison between campus staff and external vendors is integral to the success of this role. The Campus Administrative Coordinator works closely with the Facilities Team, EF Language Team, and Residential Life team to create a safe community by creating and maintaining efficient systems and processes.

As both a start-up and a boarding school, at EF Academy Pasadena our faculty and staff are guided in their practice by an educator competency architecture with four domains that define how to be and become inspiring educators, committed caretakers, courageous innovators, and relationship builders. Working on this team of staff requires a commitment to best practices, a comfort with iteration, and a fervor for collaboration.

Professional Qualifications and Qualities:

· Experience in a residential setting strongly preferred;

· 2+ years of experience working with adolescents in an educational, residential or care-taking setting;

· Desire to work with young people to support their well-being, growth and development;

· Commitment to making a positive impact on the lives of adolescents and willingness to embrace the opportunities of the boarding school environment;

· Excellent organizational, communication, and decision-making skills including attention to detail, the ability to manage multiple tasks under pressure, and in a timely manner;

· Ability to administer policies fairly and consistently;

· Excellent interpersonal skills including a demonstrated ability to work collaboratively and communicate effectively with diverse constituencies including students, faculty, administrators, and parents;

· Significant foreign travel or cross-cultural experiences a plus;

· Ability and desire to work during hours when students are not in class, including early mornings, evenings and weekends;

· Be a motivated and flexible team player that is ready to work towards the good of the community.

Key Responsibilities in each domain:

We take our responsibility of ‘in loco parentis’ very seriously. When students are in our care, they are the most important thing in the world. Every interaction with them should come from the heart.

· Construct and implement a plan for dorm turnovers between EF Academy and ISS use of the dorms.

· Support the Residential team in enacting the turnover preparations.

· Support the Residential Life team in the day-to-day operations of the department, ensuring student satisfaction and service at optimum levels.

· Drive vans to transport students and staff off-campus to and from various local and regional excursions, field studies, athletic events, and campuswide celebration

· Serve as a Designated School Official, including issuing and reviewing paperwork, communicating with SEVP, and ensuring student compliance.

· Proactively monitor and review student visas and communicate with students and families to provide information about their responsibilities in a timely manner.

· Oversee facilities compliance across the campus and liaise with relevant colleagues and external contacts regarding permitting.

· Greet visitors, follow campus protocols and escort visitors to specific areas or correct offices. Sometimes this may include chaperoning visitors while on campus.

· Coordinate and support with all EF staff campus visits and accommodation requirements.

· Proactively be alert to indicators of potential child protection or well-being issues and report these immediately in accordance with the school’s procedure;

· Collaborate with colleagues, on-call staff and senior leaders to help resolve emergency situations, such as missing students and/or students in distress, both on and off campus;

· Embrace responsibilities as a trained Mental Health First Aider to support student well-being.

· Liaise with Facilities Team, ensuring timely follow-up and closure of maintenance requests, facility and systems reservations, and dining and housekeeping issues and requests.

· Support with organizing and managing reservations and checkout process for internal transportation (campus vans)

Relationship Builders

We offer our students a second home. They join an extended family that cares for them, nurtures them and encourages them to become their best selves.

· Liaise with global admissions and relevant colleagues and teams to support with the planning and organization of the annual global kick-off event.

· Oversee the timely and accurate submission and review of all invoices.

· Annually review contracts with vendors and contractors, liaising closely with relevant staff to review campus needs.

· ISS Liaison to ensure smooth turnover, transition and planning.

· Maintain a proactive approach in the retention of students by ensuring they feel supported through collaboration with parents and EF Academy staff.

· Administrative duties including answering phone calls, greeting people, shared mailbox management.

· Liaise with linen suppliers and laundry services to organize and coordinate campus linen for the dorms.

Create meaningful and intentional learning opportunities through residential life programming for students to learn how to be proactive and self-reflective in managing their well-being, developing their independence, and engaging in the community.

· Be a reliable and consistent trusted adult by setting and maintaining key routines and reinforcing procedures that support the smooth running of the campus;

· Thoughtfully reflect on practice via the professional portfolio process annually.

Be brave in collaborating with others to implement exciting and creative opportunities for students to develop their cultural competency.

· Play a key role in creating a school-wide culture which places the safety, well-being and happiness of its students at the forefront;

· Participate in professional learning opportunities offered by the school.

In keeping with the nature of this role, other duties may be assigned as required.

Working Hours:

Full-time non-residential position

This is a non-exempt, salaried 12-month position. The average working week will be 40 hours per week during periods when the campus is open, with opportunities for additional hours to cover events and busy periods. Hours will mostly be during office hours during the week, and evenings, and will also include weekends. The hourly rate for this role is $21.63 and the annualized salary is $45,000.

Opportunities to coach, lead clubs/sports, drive vans, or support Residential Life shifts are available for reassigned hours or overtime pay.

About EF Education First

At EF we believe that the world is better when people try to understand one another. Since 1965, we have helped millions of people see new places, experience new cultures, and learn new things about the world and about themselves. Our culturally immersive education programs—focused on language, travel, cultural exchange, and academics—turn dreams into international opportunities.

When you join EF, you join a multicultural and diverse community working across more than 600 schools and offices in 50 countries, all with one shared mission of opening the world through education. Whoever you are, whatever you are passionate about—we welcome you and want you to bring that to work every day. EF is proud to be an equal opportunity employer and we are committed to inclusion and belonging across race, ethnicity, gender, age, religion, caste, parental status, identity, experience and everything else that makes you unique.

Founded in Sweden in 1965, EF has schools and offices around the world, including hubs in Boston, London, Mexico City, São Paulo, Shanghai, Stockholm, Zürich, and more. Learn more at

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