The Summer Session Coordinator reports to the Director of Academic Programs/ Director of the Preparatory Component.
Assume overall responsibility for the transportation needs of Preparatory Component Students during the summer session.
In conjunction with the Chief Financial Officer, work to procure transportation for the students in the Preparatory Component during the summer sessions.
Operate as the point person for Prep families in matters involving transportation: providing various modes of contact. A Prep cell phone will be provided.
Respond to parent concerns pertaining to the buses: including but not limited to: bus routes, bus driver conduct, delays due to extreme circumstances, safety, and climate.
Keep the Chief Financial Officer abreast of any changes that need to be made regarding the number of bus/vans or other modes of transportation for Preparatory Component students in the summer session.
Operate as the point person with the bus company.
Work in conjunction with the bus company to devise appropriate bus routes: suggesting changes if necessary.
Keep track of the arrivals of all busses. Relaying all lateness to the company: as it is in violation of our contract.
Conduct an orientation for all bus drivers who are scheduled to transport Prep for Prep students.
Attend all Bus/ Transportation meetings prior to the beginning of the Prep for Prep Summer Session.
Distribute bus route and approximate pick up times to all first summer students no later than the Welcome Aboard Picnic.
Contact all families of second summer students regarding bus routes and pick up times, prior to the first day of the summer session.
Coordinate with families who require alternate pick-up and drop off points. Relay that information to the respective bus drivers.
Be a visible point person stationed at a central location during all bus arrivals and departures.
Coordinate the attendance taking process on all buses at dismissal.
Coordinate and operate as a point person with student supervisors.
Relay to the bus company any changes to the bus route due to dismissals or withdrawals of students from the program.
Coordinate transportation for all summer trips in conjunction with the Assistant to the Director of the Preparatory Component for Placement.
Schedule three 2-week rotations of recreation for all Preparatory Component students.
Coordinate with the faculty to create a variety of offerings for recreation.
Provide a master recreation list for all Core Staff and the Main office.
Oversee all Faculty Members who are responsible for supervising recreation.
Coordinate the attendance taking process during recreation. In conjunction with the Dean of Students, make sure that all students are accounted for during recreation.
In conjunction with the Director of the Preparatory Component and the Dean of Students, review all students who request Voluntary Study Hall in lieu of Recreation.
Coordinate alternative recreational options when extreme conditions exist.
Coordinate the purchase of supplies and equipment needed for all recreation activities.
C. End of Summer Trip
Contact and communicate with the appropriate personnel at the location of the end of summer trip: operating as the point person.
Meet with the students and faculty prior to the end of summer trip to facilitate the smooth operation and success of the trip.
Assure that there are a sufficient number of chaperones attending the end of summer trip.
Coordinate the living arrangements of all chaperones and students who are attending the trip.
Work closely with the kitchen staff to assure that the dietary needs of all who are attending the trip are met: paying close attention to allergies and religious observances.
Provide a packet to all trip attendees prior to the trip. It should contain all pertinent information related to the end of summer trip. This includes but is not limited to: schedules, contact numbers, activity lists, housing arrangements, map of the campus, menu for the entirety of the trip, things to pack for the trip and the supplies needed for the students to partake in their respective activities.
Provide chaperones with clear expectations for the entire trip.
Facilitate the departure from New York and from the boarding school of all attendees: determining who will ride on which buses and assuring that all supplies are loaded and taken off of the busses
Assure that all spaces needed for the success of the trip are secured. Also secure alternate spaces for activities in case of inclement weather.
Prior to the end of the summer, review the existing supplies and equipment and order what is necessary for all activities for the end of summer trip.
Inform the appropriate personnel at the end of summer trip, prior to arrival, which rooms in the dormitories will require keys.
Distribute keys upon arrival and collect keys upon departure for all Prep staff and chaperones.
Schedule the activities and chaperones for all activities: assuring that there is sufficient supervision.