Student Programs Coordinator

Student Programs Coordinator 2.5 2.5 out of 5 stars 12280 Redmond Woodinville Road NE, Redmond, WA 98052 $62,000

• $65,000 a year
• Full-time Willows Preparatory School 2 reviews $62,000
• $65,000 a year
• Full-time Overview Join our vibrant school community as a Student Programs Coordinator, where you will be the heartbeat of experiential learning and student engagement at Willows Preparatory School.

This full-time position offers an exciting opportunity to design and coordinate transformative field experiences, cultivate dynamic after-school programming, and serve as a welcoming face of our school community. Your organizational skills and genuine care for student experiences will help create an environment where grades 5-12 students thrive both inside and outside the classroom, discovering new interests and building connections that extend far beyond traditional academics. Core Responsibilities Section Experiential Learning Coordination (40% of role) Plan, organize, and execute all aspects of experiential learning opportunities including day field trips and overnight excursions for grades 5-12. Coordinate logistics from initial planning through post-trip follow-up, including transportation arrangements, venue bookings, permission forms, dietary accommodations, medical information collection, and emergency protocols. Manage budgets for experiential education activities and maintain accurate financial records. Serve as the primary liaison with external vendors, venues, and transportation providers. Ensure all trips comply with school policies, insurance requirements, and safety standards. Support teachers and chaperones with pre-trip preparation and provide on-site coordination for select events. Maintain a comprehensive calendar of all experiential learning activities and communicate schedules to families, staff, and students. After-School Programming and Activities (25% of role) Develop, organize, and oversee the school's after-school clubs and activities program, ensuring diverse offerings that meet student interests and developmental needs. Recruit, coordinate, and serve as a liaison with external vendors and community partners who lead specialized activities. Facilitate budget management and supply ordering. Manage registration systems, attendance tracking, and communication with families regarding after-school programming. Create and maintain schedules for all clubs and activities, ensuring equitable access and appropriate supervision. Serve as a substitute facilitator for after-school activities when teachers or vendors are unavailable, engaging students in meaningful activities aligned with the program's goals. Collect feedback from students, families, and facilitators to continuously improve programming. Coordinate end-of-year showcases or celebrations for clubs and activities. Substitute Coordination Support (15% of role) Manage substitute coordination for after-school activities, clubs, and non-academic programming when regular facilitators or vendors are unavailable. Maintain a roster of qualified substitute facilitators and their areas of expertise. Communicate with families when substitutes will be leading activities and ensure continuity of programming. Step in personally to facilitate activities when external substitutes cannot be secured. Coordinate with the main substitute system to ensure alignment and avoid scheduling conflicts. Community Engagement and Support (5% of role) Assist with school events such as Back to School Night, Open House, Celebration of Learning, and other community gatherings. Support student recognition and admissions/retention initiatives and help coordinate student leadership opportunities. Maintain positive relationships with community partners and vendors who support school programming. Front Office and Communications (15% of role) Serve as the primary point of contact for students, families, and visitors entering the school building, creating a warm and professional first impression. Answer and triage incoming phone calls and emails to the main school communication lines, directing inquiries to appropriate personnel including the attendance secretary, teachers, administrative team, or other staff members. Maintain accurate records of visitor sign-ins and ensure all security protocols are followed. Provide general information about school programs, events, and policies to families and community members. Support administrative tasks such as managing school calendars, coordinating meeting spaces, and assisting with school-wide communications as needed. Required Qualifications Bachelor's degree or equivalent combination of education and experience Minimum 2 years of experience in customer service, event coordination, program management, or related field Exceptional organizational skills with ability to manage multiple projects simultaneously Strong interpersonal and communication skills for interacting with diverse stakeholders Proficiency with technology including Microsoft Office Suite, and database management Demonstrated ability to work independently and problem-solve effectively Valid driver's license and clean driving record (may be required for occasional trip support) Successful completion of background check covering previous 10 years First Aid and CPR certification (or willingness to obtain within first 90 days) Valued Experience and Skills Experience working in K-12 educational settings Event planning or program coordination experience Budget management experience Experience working with adolescents or young adults Knowledge of International Baccalaureate programmes Experience with student information systems or registration platforms Project management certification or training

Essential Competencies Welcoming and Professional Presence:

Creates a positive, inclusive environment for all community members and represents the school's values in every interaction.

Exceptional Organization:

Manages complex logistics, maintains detailed records, and ensures nothing falls through the cracks even when juggling multiple priorities.

Proactive Communication:

Anticipates information needs, communicates clearly and promptly with all stakeholders, and escalates issues appropriately.

Flexibility and Adaptability:

Responds calmly to changing circumstances, adjusts plans as needed, and maintains a positive attitude when facing challenges.

Student-Centered Mindset:

Keeps student safety, engagement, and growth at the center of all decisions and demonstrates genuine care for student experiences.

Collaborative Spirit:

Works effectively with teachers, administrators, families, and external partners to achieve shared goals. Work Schedule and Conditions Full-time position: Monday-Friday, typically 9:00

• 5:30 PM with flexibility for occasional evening or weekend events

Start Date:

August 1, 2026 Some evening hours required for after-school programming supervision and school events Occasional overnight travel required for experiential education trips (approximately 1-2 per year) Work is performed primarily in office setting with some physical activity including standing, walking, and occasional lifting up to 25 pounds

Comprehensive Benefits Package Insurance:

Medical, dental, and vision insurance available

Retirement:

50% employer match up to 2% employee contribution

Professional Development:

Budgeted support for professional learning opportunities related to role responsibilities

Time Off:

School holidays and vacations, sick time in accordance with Washington State policy, plus 3 additional PTO days annually

Daily Perks:

Free lunch provided daily What We Offer Opportunity to make a meaningful impact on student experiences beyond the classroom Collaborative, supportive work environment with experienced educators and staff Small school community where your contributions are visible and valued Connection to global network of International Schools Partnership (ISP) schools Professional growth opportunities in educational operations and program management Our Commitment WPS is committed to safeguarding and promoting student welfare. All employees must share this commitment. ISP U.S. participates in E-Verify to confirm work authorization.

Pay:

$62,000.00

• $65,000.

00 per year

Benefits:

401(k) matching Dental insurance Employee assistance program Employee discount Flexible spending account Health insurance Health savings account Life insurance Paid time off Retirement plan Vision insurance

Work Location:

In person