Senior Leadership Team Administrative Support

• EF Academy-International Boarding Schools

Reports to: Head of School

This coordinator position serves the crucial functions of gathering, updating, and maintaining employee data and supporting the Senior Leadership Team with administrative tasks to support the strategic operations of the campus. Tracking employee compliance regarding trainings for student health and safety (i.e., Mandated Reporter training, Live Scan compliance, scanning, faculty/staff responsibilities as Mandated Reporters, and all other relevant certifications and trainings for faculty and staff). Up-to-date screenings for Live Scan and DMV clean driver records, etc. are crucial to keep current in a largely residential school setting. As EF Academy's Human Resource services are centralized in our Boston office and serve primarily a benefits support role, these employee records must be kept up-to-date on campus. The SLT Administrative Support role will use their tracking of data to partner closely with campus managers to ensure timely completion of compliance requirements by all employees. In addition, this coordinator will support employees with timely and complete entry of personal and sick time and bi-weekly hours entries for hourly and non-exempt employees. This coordinator will also maintain records of faculty/staff and residential family contact information for emergency communications.

This role will also liaise with the Senior Leadership Team to serve as administrative support on various projects relating to campus logistics and global communications.

As both a start-up and a boarding school, at EF Academy Pasadena our faculty and staff are guided in their practice by an educator competency architecture with four domains that define how to be and become inspiring educators, committed caretakers, courageous innovators, and relationship builders. Working on this team of staff requires a commitment to best practices, a comfort with iteration, and a fervor for collaboration.

Professional Qualifications and Qualities:

• Experience in a residential setting strongly preferred;
• 2+ years of experience working with adolescents in an educational, residential or care-taking setting;
• Desire to work with young people to support their well-being, growth and development;
• Commitment to making a positive impact on the lives of adolescents and willingness to embrace the opportunities of the boarding school environment;
• Excellent organizational, communication, and decision-making skills including attention to detail, the ability to manage multiple tasks under pressure, and in a timely manner;
• Ability to administer policies fairly and consistently;
• Excellent interpersonal skills including a demonstrated ability to work collaboratively and communicate effectively with diverse constituencies including students, faculty, administrators, and parents;
• Significant foreign travel or cross-cultural experiences a plus;
• Ability and desire to work during hours when students are not in class, including early mornings, evenings and weekends;
• Be a motivated and flexible team player that is ready to work towards the good of the community.

We take our responsibility of 'in loco parentis' very seriously. When students are in our care, they are the most important thing in the world. Every interaction with them should come from the heart.

• Maintain updated rosters and contact information of faculty/staff and students for use in emergency preparedness.
• Track compliance with Human Resources requirements and trainings for all faculty and staff (including liaising with external vendors/contractors), including DMV background checks, Mandated Reporter Training, First Aid/CPR, Mental Health First Aid, and more.
• Create a process that ensures compliance for faculty and staff joining at different points across the year.
• Oversee completion of i-9 documentation checks in person for new faculty and staff.
• Ensure compliance and provide support for ADP (payroll) usage (i.e., sick and personal days entry, submission of timecards for non-exempt, entry of holiday hours.)
• Oversee and lead on the planning of faculty/staff events throughout the year, including liaising with vendors, finding locations etc.
• Manage the calendars of the Senior Leadership Team to support with effective use of time for meetings and support of teams on campus.
• Liaise with other campus staff to coordinate tech and platforms onboarding for new faculty and staff.
• Partner with Director of Campus Safety to monitor the process for completing and tracking background checks (Live Scan) for occupants of campus residences who are not EF employees [note that any non-employee occupants of dorm housing must be checked before student arrivals in August].
• Liaise with Senior Leadership Team to review all job descriptions bi-annually to ensure accuracy and effective workflows.
• Partner with the Academic Operations Administrator to monitor and update the central calendar for the campus.
• Liaise with Boston Human Resources to support with new hire and termination documentation.
• Liaise with Boston Human Resources to ensure completion of sexual harassment online training.
• Maintain onboarding communication with new hires over the summer or other times, if necessary, outside of the usual academic calendar for mid-year hires.
• Liaise with the campus Health Center team on completion of TB documentation for all new hires.

We offer our students a second home. They join an extended family that cares for them, nurtures them and encourages them to become their best selves.

• Administer surveys to EF Academy students to gather information about student experience.
• Liaise with global admissions and relevant colleagues and teams to support with the planning and organization of the annual global kick-off event.
• Liaise Senior Leadership Team to coordinate the hiring process across all campus teams.
• Liaise with relevant colleagues on campus and around the globe to plan and coordinate travel to global home offices.

• Support the University and Academic Counseling Team in new student onboarding, including communicating throughout summer about placement assessments and course selection meetings in response to a rolling admission cycle.
• Support the submission and approval of mastery credits via the Mastery Transcript and Mastery Learning Record.
• Support the Senior Leadership Team with the coordination of Professional Development days for faculty and staff.

• Support and contribute to the planning of graduation and related events.
• Create dashboards and produce reports of student engagement and performance to support the proactive intervention of Student Wellness and Academic Success teams.
• Liaise with global teams to support implementation of new programs.
• Collate information from a range of sources to create regular reports on student safety, behavior and health.
• Provide administrative support to the campus Crisis Response Team.

Working Hours:

Full-time non-residential position

This is a non-exempt, salaried 12-month position. The average working week will be 40 hours per week during periods when the campus is open, with opportunities for additional hours to cover events and busy periods. Hours will mostly be during office hours during the week, and may also include weekends. The hourly rate for this role is $21.63 and the annualized salary is $45,000.

Opportunities to coach, lead clubs/sports, drive vans, or support Residential Life shifts are available for reassigned hours or overtime pay.

About EF Education First

At EF we believe that the world is better when people try to understand one another. Since 1965, we have helped millions of people see new places, experience new cultures, and learn new things about the world and about themselves. Our culturally immersive education programs—focused on language, travel, cultural exchange, and academics—turn dreams into international opportunities.

When you join EF, you join a multicultural and diverse community working across more than 600 schools and offices in 50 countries, all with one shared mission of opening the world through education. Whoever you are, whatever you are passionate about—we welcome you and want you to bring that to work every day. EF is proud to be an equal opportunity employer and we are committed to inclusion and belonging across race, ethnicity, gender, age, religion, caste, parental status, identity, experience and everything else that makes you unique.

Founded in Sweden in 1965, EF has schools and offices around the world, including hubs in Boston, London, Mexico City, São Paulo, Shanghai, Stockholm, Zürich, and more. Learn more at

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