Academic Programs & Activities Coordinator

Description

Job Category: Year-Round - Salaried Professional Employees

Classification: FTE 1.0

Job Location: Onsite

Start Date: 7/1/2025

Starting Salary: $46,200 - 76,800

Reports To: Director of Counseling & Student Services

Position Summary

HCPA is a Title I Charter School that serves students through a school-wide plan for instruction that is focused on the needs of at-risk students. The Academic Programs & Activities Coordinator plays a vital role in collaborating with the Events Team on all aspects of school-wide events, ensuring they are well-planned, efficiently executed, and effectively evaluated. This position supports the school’s mission by coordinating events that benefit students, staff, and the broader community.

The coordinator ensures all events comply with school policies, safety standards, and regulatory requirements, while fostering student engagement and strengthening community connections.

In addition, this role oversees a variety of programs and initiatives, including committee groups, the after-school program, summer school, teacher substitute coordination, teacher licensure, CEU tracking, Teach for America partnerships, and field trip logistics—ensuring clear communication and effective coordination across all areas.

The Academic Programs & Activities Coordinator plays a key role in fostering a positive and inclusive school culture by organizing activities such as student recognition events, graduation ceremonies, cultural celebrations, staff appreciation events, family engagement initiatives, and other events as outlined in the Events Calendar.

Responsibilities

Event Planning & Logistics

• Collaborate alongside Events Team with all school-wide events in alignment with HCPA’s mission and values.
• Support event timelines and logistics including but not limited to venue setup, catering, audiovisual needs, transportation, volunteers, security, checklists, and schedules to ensure smooth execution.
• Ensure all events align with school policies, safety regulations, and compliance requirements.
• Ensure clear communication of upcoming events.
• Support event setup, execution, and breakdown, ensuring all details are handled efficiently.
• Troubleshoot any issues that arise during events to ensure a positive experience for attendees.
• Collect and analyze feedback to improve future events.
• Maintain records of past events, including attendance, budget details, and outcomes.
  
  

Collaboration & Communication

• Work closely with school administration, teachers, staff, students, and community partners to plan and execute events.
• Serve as the primary point of contact for internal and external stakeholders regarding event logistics.
• Develop and distribute event communications, including invitations, promotional materials, robo-calls and post-event surveys.
• Collaborate with marketing and communications teams to promote events through newsletters, social media, and the school website.
  
  

Budget & Resource Management

• Develop and monitor event budgets, ensuring cost-effective planning while maintaining quality.
• Secure sponsorships, donations, or partnerships to enhance event offerings.
• Negotiate and manage vendor contracts, including catering, entertainment, and event rentals.
• Track expenses and provide reports on event costs and financial impact.
  
  

Student & Community Engagement

• Support the organization and facilitation of events that promote student recognition, family engagement, and cultural awareness along with planning activities that enhance school spirit, student involvement, and staff appreciation.
• Support student leadership groups in planning and executing school activities.
• Coordinate volunteer efforts and manage event staffing needs.
  
  

Committee Oversight & Coordination

• Oversee all committee groups, ensuring effective planning, communication, and execution of initiatives.
• Facilitate meetings, provide logistical support, and track committee goals and progress.
• Collaborate with committee leads to align events with school objectives and community engagement efforts.
  
  

Field Trip Coordination

• Manage all aspects of field trip planning and execution along with the Directors
• Handle logistics, including transportation, chaperones, permissions, and accommodations.
• Communicate field trip details to students, parents, and staff, ensuring all necessary approvals and documentation are in place.
• Troubleshoot any logistical issues before and during trips to ensure smooth operations.
  
  

Substitute Teacher Coordination

• Serve as the building substitute person: coordinate substitute for K-12 academic staff
• Responds to a variety of inquiries/requests for substitute teachers from K-12 staff
• Manages Substitute programs: Teachers on Call, ZenEd, and other programs
• Works closely with building administrators to ensure all classes and programs are covered in a timely manner
• Maintains substitutions logs to verify invoices and hours completed by substitute
• Manage the teacher absence notification process
• Review, retrieve, and respond to messages (voicemails, emails, text messages, and others) regarding substitute needs.
• Work closely with building administrators to schedule substitute teachers and supports as needed
• Advise appropriate staff and supervisors of substitute arrangements
• Stock and maintain substitute folders with required documents and general sub plans from teachers
• Advise and orient substitutes teachers on our substitute teacher procedures and HCPA protocols and procedures vital to their substitute functions
• Maintain a binder of current teacher schedules and records of substitutes who worked at HCPA
• Advise appropriate supervisors when teachers and substitute teachers do not follow HCPA substitute procedures.
• Substitute, as a last resort or for 1-2 periods for the day when necessary
• Manage communication with substitute services (meaning they would be the direct point of contact with Frontline/ZenEd)
• Substitute compensation (this refers to the subbing payroll spreadsheet)
• All responsibilities with substitute teachers and staff coordination
  
  

Teach for America (TFA) Partnership

• Collaborate with TFA
  
  

After School and Summer School Program

• Coordinate all After School and Summer School Program logistics
  
  

Teacher Licenses and CEU Tracking

• Ensure all licenses and CEU’s are in good standing.
  
  

Other misc. duties as needed

• Supervise student activities, which may include:
• Bus duty – assist with walking students to the busses at the end of the day
• Breakfast and/or lunch duty – assist with monitoring based on a rotational schedule
• Manage various special projects as requested by Director of Operations
  
  

Accountabilities

• Supports school goals and objectives consistent with the vision, mission, and values of HCPA.
• Participates in creating a culture of excellence, teamwork and collaboration amongst the staff, teachers, students, and families; a culture that is positive, open to the views of others, and uses social skills to resolve conflicts.
• Establishes and maintains effective and cooperative relationships with students, parents, teachers, and other school staff.
• Responds appropriately and promptly to parent, student, and staff member needs.
• Maintains strict confidentiality regarding students and the educational setting.
  
  

Engagement Activities

Volunteer activities

One volunteer activity is Required. Salaried employees may select the activity that best fits with their interests and areas of expertise. These activities may include school dances, prom, concerts, theatre productions, etc.

Required Activities

• Fall and Spring Parent /Teacher Conferences
• Literacy Night and Steam Night
• New Student Open House
• HCPA Graduation
• Events as assigned per Director of Operations discretion
  
  

Misc. Committees

There are many additional opportunities for salaried staff to engage with the community and personally expand their skills. Participation in these committees is highly encouraged.

Requirements

Required Qualifications

• Bachelor’s degree (in business administration or other relevant field), or equivalent work experience
• 5 years’ business office or event management experience
• Ability to be proactive, anticipate and respond to needs, stay calm
• High standards regarding accuracy and attention to detail
• Professional acumen – ability to work across all levels of the school; ability to work independently but also as part of a team
• Outstanding judgment, initiative, and the capacity to get things done
• Ability to navigate situations and processes with a high level of customer service and interpersonal awareness, and to be proactive and anticipate needs and potential issues
• Knowledge of Microsoft Word and other computer software
• Ability to work independently as well as a team player with other office staff
• Ability to format, proof and polish presentations, design experience a major plus!
• Administrative writing, basic reporting and supply management skills
• Thrives in a fast-paced environment.
• Strong interpersonal skills - the ability to work effectively with students, parents, district staff and community members from diverse backgrounds.
• Ability to communicate effectively, both verbally and in writing.
• Excellent organizational and time management skills; ability to multi-task.
• Knowledge of the programs, functions, and procedures of a school setting.
• Ability to remain calm in emergency and stressful situations.
• Ability to exercise initiative and sound and effective judgment within established guidelines.
  
  

Preferred Qualifications

• Previous supervisor or leadership experience
• Experience in an educational setting
  
  

Work Environment/Conditions

• Duties are normally performed in a school/classroom environment; school building is a multi-level building that has an elevator and is accessible.
• Position requires extensive interaction with children of all ages.
• Possible exposure to loud and noisy locations (e.g. loud classrooms or cafeterias; children speaking or laughing loudly).
• Operate standard equipment (computer, fax machine, telephone, copier machines, etc.).
• Fast-paced environment.
• Requires frequent keyboarding which calls for repetitive motion and rapid eye movements, frequent use of the telephone.
• Position requires the ability to sit for extended periods of time, ability to push, reach, or bend.
• Work may require weekend and/or evening work and some travel may be required.
  
  

For details on the benefits program go to: https://www.hcpak12.org/Page/136

To apply or check out other opportunities, go to https://www.hcpak12.org/careers

Equal Employment OpportunityHmong College Prep Academy District is an equal opportunity employer and supports an inclusive workplace environment.