Assistant Director of Auxiliary Programs
3 days ago
Denver
Colorado Academy is seeking a dynamic, highly organized, and detail-oriented Assistant Director of Auxiliary Programs to join our team. The Assistant Director will partner with the Director of Auxiliary Programs to lead a complex, year-round auxiliary operation serving students, families, employees, instructors, vendors, and community partners. The school's auxiliary programs include after-school care and enrichment, summer camps, facility rentals, school-break programming, and other mission-aligned, revenue-generating initiatives. During the eight-week summer program, the department coordinates offerings each week, along with a large seasonal staff, numerous instructors and vendors, transportation needs, and multiple facilities. The ideal candidate will have strong program-management and leadership experience, exceptional organizational and communication skills, sound judgment, and a passion for creating high-quality educational and recreational experiences. This person must be able to balance strategic planning with hands-on program operations and remain calm, flexible, and solutions-oriented in a fast-paced environment. • Assist in the design, implementation, evaluation, and growth of auxiliary programs that meet the needs of students, families, and the broader community., • Develop, promote, and implement new camp, enrichment, and school-year program ideas to keep offerings fresh, engaging, and responsive to community interests., • Oversee the daily operations of after-school care, enrichment programs, summer camps, school-break programming, facility rentals, and other auxiliary services., • Help coordinate approximately 50 morning, afternoon, and full-day summer camp offerings each week during the eight-week summer program., • Lead the daily administration of school-year after-care and enrichment programs, including staffing, attendance, student transitions, activity planning, family communication, and dismissal procedures., • Assist in developing school-break camps, conference-day programming, community events, and other year-round auxiliary offerings., • Ensure that all programs align with Colorado Academy's mission, values, educational goals, and standards of excellence., • Coordinate the scheduling and use of school facilities for internal programs, external rentals, camps, events, and community activities., • Collaborate closely with Transportation, Security, Operations, Athletics, Health Services, and other departments to ensure that space, staffing, transportation, technology, and safety needs are met., • Anticipate operational challenges and develop practical solutions that allow programs to run safely, efficiently, and smoothly., • Serve as the on-site administrator and primary decision-maker for auxiliary programs in the absence of the Director of Auxiliary Programs., • Remain available after regular program hours, as needed, to assist with urgent staffing, instructor, family, transportation, medical, behavioral, weather-related, or operational concerns., • Assist in making decisions regarding program relocation, modification, delayed opening, early closure, or cancellation when conditions require., • Track and analyze enrollment, retention, waitlists, program capacity, staffing levels, customer feedback, and financial performance., • Use data and feedback to identify opportunities for program improvement, expansion, modification, or discontinuation., • Prepare post-program evaluations and recommendations for future planning., • Review parent, student, counselor, teacher, and vendor feedback to identify concerns, trends, and opportunities for growth., • Research potential programs, instructors, vendors, partnerships, and community needs that could increase participation and generate sustainable auxiliary revenue., • Support the cultivation and evaluation of external partnerships that enhance program quality and advance the school's mission., • Identify operational efficiencies and recommend systems or processes that improve service, communication, safety, and financial sustainability., • Play a significant role in the recruitment, interviewing, hiring, onboarding, training, supervision, and retention of auxiliary program staff., • Lead and coordinate the large-scale summer counselor hiring process, including applicant communication, interviews, placement, onboarding, employment documentation, and pre-season preparation., • Develop and facilitate summer counselor orientation, training, ongoing coaching, professional development, and leadership development throughout the summer., • Coordinate summer camp teacher, coach, and vendor orientations, trainings, communications, and program expectations., • Support instructors, teachers, vendors, coordinators, and counselors through regular communication, problem-solving, observation, and ongoing performance feedback., • Develop and maintain staff schedules, ensuring appropriate coverage, supervision ratios, and support for all programs., • Manage last-minute absences, substitutions, schedule adjustments, and staffing changes., • Conduct performance evaluations and provide regular feedback, with particular emphasis on summer camp counselors and seasonal leadership staff., • Monitor staff engagement, professionalism, communication, attendance, and adherence to program expectations., • Assist in identifying and developing strong staff members for future leadership opportunities., • Organize and maintain ongoing communication with the large network of instructors, teachers, coaches, and vendors involved in summer camps and enrichment programs., • Serve as a primary point of contact for program partners before and during each session., • Confirm schedules, rosters, facility assignments, transportation plans, supply needs, technology needs, and program requirements., • Develop systems, timelines, checklists, and communication tools to ensure that instructors and vendors are fully prepared to lead their programs., • Coordinate contracts, required documentation, background checks, insurance information, invoices, and other vendor records., • Address instructor and vendor questions, concerns, performance issues, and logistical challenges in a timely and professional manner., • Review teacher and vendor feedback to evaluate program quality, counselor engagement, and operational effectiveness., • Maintain positive, professional relationships with program partners while holding them accountable to Colorado Academy expectations., • Assist in the development and management of the auxiliary programs budget., • Assist with pricing strategies, fee structures, purchasing, invoicing., • Track enrollment, staffing costs, supply expenses, vendor payments, refunds, discounts, and other financial information., • Coordinate vendor invoices, purchasing, reimbursements, program supplies, and payment documentation in partnership with the Business Office., • Maintain accurate financial and operational records for each program., • Analyze program profitability and recommend adjustments to pricing, staffing, scheduling, or program structure., • Manage enrollment processes for auxiliary programs, ensuring accuracy, efficiency, and a positive user experience., • Serve as a primary administrator for registration, scheduling, attendance, and camp-management systems., • Ensure accurate program setup, family information, rosters, reports, waitlists, permissions, medical information, and attendance records., • Monitor registration numbers, capacity, transfers, cancellations, refunds, and waitlists., • Maintain seasonal calendars, program records, instructor information, and operational databases., • Develop and maintain administrative systems that improve communication, organization, reporting, and program preparation., • Ensure that confidential student, family, employee, and financial information is handled appropriately., • Collaborate with the Marketing and Communications Department to promote auxiliary programs to current families, prospective families, and the broader community., • Maintain clear, accurate, and consistent communication with parents, faculty, staff, instructors, vendors, and community members regarding program offerings, schedules, procedures, and policies., • Assist in creating and reviewing promotional materials, newsletters, registration information, website content, parent emails, staff communications, and other program materials., • Develop communication timelines to ensure that families, instructors, and staff receive information in a timely manner., • Communicate weekly with parents, teachers, counselors, and vendors during the summer to clarify expectations, schedules, transportation plans, facility information, and preparation needs., • Communicate schedule changes, cancellations, emergencies, and operational updates promptly and professionally., • Ensure that all communications reflect Colorado Academy's standards for professionalism, warmth, clarity, responsiveness, and customer service., • Address parent inquiries, concerns, and feedback professionally