Passport and Encore Week Lead Administrator

Passport/Encore Week Lead Administrator – Summer Program

Job Title:  Passport/Encore Week Lead Administrator

Division/Department:  Summer Program

Reports to:  Director of Auxiliary and Innovative Programs

Location:  Palos Verdes Peninsula

Type of position/FLSA - Non Exempt       

Salary Band:  Seasonal/Temporary  

POSITION SUMMARY

The Passport and Encore Week Lead Administrator is the primary on-site operational and administrative leader for two intensive, week-long summer sessions: Passport Week (June 15th–19th) and Encore Week (July 27th–31st). This role ensures the seamless, safe, and effective daily execution of all program activities, serving as the central hub for logistics, staff coordination, and parent communication. The Administrator acts as the key intermediary between program instructors, camp staff, families, and students to maintain a high-quality summer experience.

Key Responsibilities

1. Program Oversight & Logistics

• Daily Operations: Oversee all aspects of the daily program schedule, ensuring adherence to timelines and smooth transitions between courses, classes, and activities.
• Student Flow Management: Manage student arrival (drop-off) and dismissal, ensuring students are directed to the correct program locations and move efficiently and safely from one program session to the next throughout the day, utilizing counselor support.
• Staff Supervision: Direct and supervise counselors assigned to duty during transition periods, including morning breaks, lunch, and the extended day program (3:30 p.m.–5:30 p.m.) on the main lawn.

2. Communication & Family Relations

• Central Communication Hub: Serve as the primary point of contact for all parents and families regarding program schedules, activities, and logistics.
• Information Dissemination: Proactively communicate essential program information, including any necessary schedule changes or updates, to families and relevant staff.
• Intermediary Role: Facilitate clear and productive communication between course/class teachers, camp leaders, and parents regarding student needs and program status.

3. Student Support & Behavior Management

• Behavioral Oversight: Along with the program leaders and instructors, guide all discussions and oversee the resolution of any student behavioral issues that arise during the program week.
• Safety & Well-being: Ensure a supportive, safe, and positive environment for all students and staff.

4. Administrative & Staff Support

• Transportation Assistance: Assist with communication, expectation setting, and overall supervision of the bus transportation program during the assigned week (when running).
• Extended Day Oversight: Ensure the safe and supervised operation of the extended day program until all final students are picked up.

Schedule and Expectations

• Commitment: Required for two full program weeks: June 15th–19th and July 27th–31st.
• Hours: Must be on campus daily from 8:30 a.m. to 5:30 p.m. (or until the final student leaves the extended day program).
• Leadership: Must demonstrate excellent organizational skills, strong conflict resolution abilities, and a professional, approachable demeanor when interacting with staff, students, and parents.

Perform other duties as assigned.

PLEASE NOTE:

•             Onboarding is required and can be by appointment

•             Program Dates: Passport Week (June 15th -19th, 2026, includes the Juneteenth Holiday) and

Encore Week (July 27th-31st, 2026).

MAJOR RESPONSIBILITIES

• Report to the Director of Auxiliary and Innovative Programs
• Must maintain safe work practices and follow all safety and security procedures.
• Must enjoy working with children grades K-8.
• Must sign up for and attend a staff “onboarding” session during the week before the summer program begins (approx. 2 hours)
• Perform other duties as assigned

EDUCATION, EXPERIENCE AND SKILL REQUIREMENTS

Qualifications:

• Bachelor’s degree preferred.
• Previous experience running a program and supervising employees preferred.

Compensation: $45-$50 hourly rate based on experience, credentials and other qualifications.

Work Environment and Physical Requirements

• Required to lift and carry up to a maximum of 25 lbs., in a correct manner consistent with the appropriate training provided by the School.
• Occasionally required to use hand to handle or feel objects, touch and use tools, reach with hands and arms, climb stairs, bend, stoop, twist, lift, reach, push, pull, grasp, balance, kneel, crouch, crawl, grasp, talk, hear, and walk during the course of employment.
• Specific vision abilities required by the job include close vision, distance vision, color vision, peripheral vision, depth perception and an ability to adjust focus.
• May use telephone, computer, copier, and other office equipment in the course of a day.
• Required to sit while operating word processing equipment, repetitive motion for typing and other keystroke needs.
• Will require working with hot materials

Work environment characteristics described here are representative of those that must be met by an employee to successfully perform the essential function of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing this job, the employee is exposed to weather conditions prevalent at the time. This may include warm, hot or cold temperatures. The noise level in the work environment is moderate.

Pre-Hire Screenings

•             TB Assessment

•             Livescan Background Check

Note: The job description is not designed to cover or contain a comprehensive listing of activities, duties and responsibilities that are required of the position.

By submitting an Employment Application, I hereby understand and agree that consistent with its obligations under Education Code Section 44051 subd. (a)(2) and as a part of the application consideration process, Chadwick School will contact each Educational Employer and inquire about your employment history including, without limitation, whether I was the subject of any credible complaints of, substantiated investigations into, or discipline for, egregious misconduct, as defined in Education Code Section 44932, subd. (a)(1).