Reporting to the Chief Financial Officer, the director of auxiliary programs is responsible for strategic planning, operations, market development, program design, promotion, budgeting, monitoring, and evaluation of before and after school programs. The Harley School’s auxiliary programs include but are not limited to; Lower and Middle School extended day, after school programs, Middle School homework and tutoring programs, facilities rentals, coordination with Jason Speirs’ sports programs, school-year only vacation camp, and driver education.
Essential Functions and Key Objectives
Ensure program participants have a safe and positive experience so that they return and/or recommend our programs to others.
Oversee and manage all auxiliary programs
Provide an appropriately safe, caring, and enriching environment for all auxiliary program participants
Establish routines, provide positive guidance, and enforce policies and procedures, including disciplinary policies, in accordance with Harley’s stated values
Provide ongoing training, supervision, support, and professional development of all faculty and staff of auxiliary programs
Develop and oversee all safety and health protocols
Oversee all aspects of campus rentals by creating policies, protocols and procedures for facilities usage and pricing for all events and programs on Harley’s campus beyond the regular school day
Strategic Program Management
Build vibrant programs that achieve annual and long-term net revenue growth targets, support the School’s mission and build Harley’s market exposure as an independent school.
Collaborate with school leadership, administration, faculty and staff to ensure all auxiliary programs align with and support The Harley School’s mission and philosophy
Design, enhance, and expand program offerings that align with our long-term strategic auxiliary programs vision and financial objectives
Continually explore innovative opportunities for leveraging the intellectual and physical assets of the School
Continually explore innovative opportunities for supporting school admissions and building the School’s exposure in the independent school market
Annually seek and analyze input from participants and staff regarding the quality of their program experience
Seek to identify partnerships that may enhance auxiliary program potential
Ensure that the Auxiliary Programs’ financial performance meets or exceeds budgeted expectations.
Prepare an annual budget covering all aspects of program revenues and expenses to ensure profitability
Monitor revenue and expenses on a monthly basis and in accordance with budgetary restrictions for bottom line performance across all programs
Provide the Business Office with all information necessary to complete financials in an accurate and timely manner
Work with individual program managers to ensure profitability of their programs
Establish appropriate compensation for all auxiliary program employees in coordination with Chief Financial Officer
Marketing, Communications, and Recruitment
Effectively promote the programs to achieve enrollment and revenue targets.
Working closely with CFO, set appropriate enrollment and revenue targets each season
In coordination with the Communications and Marketing department, develop and implement a comprehensive marketing strategy for all auxiliary programs
Ensure that all auxiliary programs have an effective and accurate internet presence including the website, social media, and digital marketing
Plan and coordinate the publishing and advertising of program catalogs, brochures, and schedules
Manage all public relations and marketing initiatives including open houses, mailers, brochures, camp fairs, and ad placement to promote and communicate the programs to prospective and enrolled participants
Write and distribute regular communications among auxiliary program constituencies that effectively provide updated information and a sense of community
Serve as a primary recruiter to all programs and manage the activities of others charged with recruitment
Work closely with the Admissions Office to identify and follow-up with participants who have strong potential to convert to Harley student prospects
As appropriate, accompany Admissions Office staff to regional marketing events and receptions
Administration and Operations
Ensure that the administration of the programs is efficient and effective.
Oversee registration for all auxiliary programs
Ensure the database of the auxiliary program is accurate and comprehensive
Prepare reports for and communicate with Harley’s leadership to ensure awareness of auxiliary program performance
Oversee all contracts related to programs
Ensure that all auxiliary programs are in compliance with all applicable regulations of licensing and governing entities
Hire and manage to build a stable, effective, customer-focused team.
In collaboration with Business Office
Recruit, hire, and train all Harley auxiliary program employees
Ensure that all necessary and required employment forms, including background checks, are completed and on file
Coordinate and communicate payroll as needed
Coordinate and conduct annual performance evaluations of all auxiliary programs personnel
Participate in special assignments and projects as needed to improve school operations (i.e. buildings and grounds, safety, accreditation, committees, etc.)
Perform other duties as assigned by the Chief Financial Officer
Affinity for Harley’s education and process, the mission and values of The Harley School, and the respectful, collaborative, inclusive environment we strive to create. Driven, with an entrepreneurial spirit. Resourceful, innovative, forward thinking and committed. Successful candidates will have the energy and ambition to develop Harley’s Auxiliary Programs to the highest degree of educational excellence. They will be organized, attentive to detail, and motivated by an authentic interest in the experience of the participants in the programs.
The requirements listed below are representative of knowledge, skill, and/or ability required to perform essential functions of the job:
5-7 years of summer/auxiliary program experience or equivalent
3-5 years of progressively responsible experience managing summer/auxiliary programs or equivalent
The ability to think strategically in developing, enhancing, and refining summer/auxiliary programs in the broader context of a mission-driven independent school
Bachelor’s degree required
A high level of integrity and an extraordinary work ethic
A love of children
Strong financial acumen with demonstrated ability to develop and manage a budget
Excellent project management and organizational skills
Expertise in marketing summer or similar programs using a variety of technology resources including social media
Well-developed collaborative work style; ability to interact with employees at all levels of the community
Ability to understand youth development programming, applicable regulations/laws, trends, best practices and new developments in the field
A creative self-starter who brings wisdom, perspective, confidence and excellent problem-solving skills to the position
Strong cultural competency and ability to work with a diverse community
Knowledge and skill to negotiate and manage contracts
Excellent oral and written communication skills
Strong analytical skills with the ability to quickly and regularly adjust strategy based on the School’s needs
An independent and strategic thinker capable of understanding the full scope of projects while seeing individual tasks through to completion
Experience with Microsoft Office products, Google applications, database management, website development, and digital media
A positive outlook, and a sense of humor
About The Harley School
Founded in 1917, The Harley School is an independent school in Rochester, NY offering a college preparatory program for 550 students in Nursery through Grade 12. Our rigorous academic programs and exceptional fine arts curriculum are coupled with unique offerings (hospice, glass making, boat building, organic farming, chess, robotics), and a commitment to education for a sustainable future.