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Director of Operations & Communication

Swallowtail Waldorf School

Portland, OR, USA Remote

Full time

Administration

Aug 3

Operations/Communications Director and/or Enrollment Coordinator

Full time or Part Time Available 

Swallowtail Waldorf School & Farm is currently hiring two office positions, one full and one half time. While those have traditionally been separated out as a Communications/Operations role and an Enrollment/Outreach role, we are open to building the positions around the skills and interests of the candidates who apply. We’ve summarized below the duties that will come together in some combination to form the two roles. We invite applicants to send a Letter of Interest that speaks to the knowledge and experience they would bring to the role, and whether they prefer full or part time work. 

Our administrative team is characterized by trust and collaboration. We value open communication, flexibility, and finding joy in our work. While the job is often fast-paced and demanding, it is balanced by the incredibly supportive faculty and families at Swallowtail School, and the meaningful interactions we have with students each day. 

Administrative Duties to be split into two roles:

Enrollment

  • Holding enrollment process (responding to inquiries, hosting tours, coordinating interviews, and hosting orientation of new families)
  • Coordinating open houses and community outreach events
  • Preparing marketing materials such as brochures and table displays
  • Processing enrollment paperwork and preparing monthly reports for the Board of Trustees
  • Tracking long-term enrollment trends and partnering with admin and board to develop enrollment strategies

Competencies: Excellent written and verbal communication skills, friendly, outgoing personality, Google Docs, Google Sheets, Canva


Donor and Alumni Engagement

  • Maintain existing and develop new connections with Swallowtail School alumni students and their families
  • Maintain current contact information for alumni students and parents in the school database.
  • Plan appreciation and engagement events 
  • Ensure alumni & donors are invited to/included in traditional school festivals and fundraisers.
  • Write a quarterly alumni newsletter
  • Send annual update to donors about how their donations are being used
  • Oversee Annual Giving campaign - strategies, theme, and coordinate personalized outreach for some donors

Competencies: Excellent verbal and written communications skills. Experience with email campaigns on platforms such as MailChimp. Familiarity with Canva and databases.


Events

  • Event oversight for fundraising events (auction, Jog-a-Thon, annual giving kick-off) and other community events including Grandparents Day & Winter Market.
  • Coordinating volunteers, catering, venue, decor, entertainment, speakers, event marketing, etc.
  • Managing expenses within a given budget and hitting revenue targets
  • Procuring donations, vendors, etc. as needed
  • Managing operations on the day-of

Competencies: Excellent organizational and communication skills. Event planning and management. Able to lead volunteers.

  

Website/Social Media/Marketing

  • Maintain website with up-to-date information with engaging, easy-to-read format
  • Increase website traffic with Search Engine Optimization
  • Curate and manage original content on the school’s social media sites
  • Maintain school’s photo database
  • Work with Marketing Committee to develop overarching marketing plan
  • Implement advertising campaigns with local publications, Meta and Google Ads
  • Develop marketing materials for distribution and print campaigns

Competencies: Excellent written and verbal communication skills, friendly, outgoing personality, Google Docs, Google Sheets, Canva


Communications

  • Internal and external communication - faculty/staff, families, wider community 
  • Solicit content for and produce/distribute weekly school e-newsletter
  • Manage Parent Square communications portal
  • Some graphic design of posters, flyers, presentations

Competencies: Excellent written and verbal communication skills, Microsoft Word, Google Docs, PowerPoint, Canva, good computer literacy


Operations/Compliance

  • Serve as the liaison between Swallowtail School and the Oregon Department of Education. Ensure Swallowtail is in compliance with all state laws including trainings, certifications, communicable disease and other policies, immunizations reporting, integrated pest management, and other such requirements. Excludes Early Childhood licensing.
  • Work alongside the School Director to maintain and update the Family Handbook and Employee Manual

Competencies: Strong attention to detail and organization, ability to hold strong boundaries, clear and concise written communication


Photography/Videography

  • Responsible for creating all photography and videos used in school marketing (website, presentations, brochures, social media, etc)
  • Document school festivals and events 
  • Coordinate with teachers to photograph key moments in the classroom
  • Prepare occasional marketing or informational videos for the community

Competencies: Ability to create high quality, artistic photographic and video images 


To apply, send a resume and letter stating which roles you are applying for to Jessica Foster, School Director: jessica@swallowtailschool.org



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