Director of Schedules and Calendars

Position: Director of Schedules and Calendars
Reports to: Annalee Salcedo (Dean of Academics) and Erin Hansen (Dean of Campus Life)
Status: Exempt (Salaried), 11-Month Administrator
Pay Scale: $80,000 - $100,000 base salary determined by the teaching salary schedule plus Director Stipend
Housing: This role does not come with housing

To Apply:  Please submit your cover letter, resume, and a list of all previous school or educational institution employers, including city and state, in accordance with CA SB 848 to the hiring team at hiring@cate.org.

The Role

Job Description:

The Director of Schedules and Calendars develops and maintains the daily academic schedule for each student and teacher, coordinates and communicates the campus life calendar, and oversees the management of databases of student information and faculty assignments. They also chair the C.O.L.E (Calendar, Operations, Logistics, and Events) Committee, and sit on the Academic Leadership Team, Campus Life Team, and Steering Committee.

All Cate Employees live up to the following Essential Expectations:

1. Overtly support and act according to the school’s mission and

2. Foster a safe, predictable, and supportive environment for employees and

3. Interact with colleagues in a respectful and collegial manner that fosters a healthy culture for living, learning, and working together.

4. Demonstrate commitment and courage in service of building our school culture where diversity is affirmed and supported.

5. Demonstrate appropriate planning and preparation to meet the complex and evolving needs of your role.

6. Uphold professional standards of predictable presence, reliable responses, and relational

7. Appropriately steward strategic and special projects associated with role or

8. Honor the confidentiality of School, student, and family

9. Comply with policies and procedures as articulated in the School's Employee

10. Authentically engage in self-reflection in service to professional growth and adapting to the evolving needs of the school.

As Director of Schedules and Calendars, these essential expectations manifest in the following job responsibilities:

• The Academic Schedule:

  • Coordinates and implements changes to the Course Registration Book and Course List and ensures accuracy of course listings across documents

  • Facilitates course registration: specifically, the collection of data from students about preferences

  • Facilitates dialogue with the Academic Leadership Team around placements, staffing, sectioning, and ensuring common understanding

  • Works with the Dean for Faculty and Dean for Academics on a plan for desired outcomes in the master schedule

• Builds the master schedule using Schedulogic by (this work occurs mostly between school-years)

• Intakes and processing student add/drop requests

• Configures schedule management software including Veracross and Google Calendar to ensure accurate class information for students, teachers, advisors, and coaches.

• Schedules recurring adult

• Schedules bells for the school

• Organizes and schedules parent-teacher

• Manages changes to the daily schedule on a year-to-year basis and whenever special schedules are required.

• Acts as an expert on schedule-related information for the faculty contracting process, the annual budget, student experience, and evolution of the academic program.

• The Campus Life Calendar:

  • Sets and supports a multi-year timeline for the development of future school

  • Sustains the principles (why) and protocols / tools (how) for calendar

  • Identifies and communicates the yearly “major dates”.

  • Coordinates the daily campus life calendar by working with all stakeholders to set priorities and resolve conflicts.

  • Maintains all internal calendars and ensures easy access for all students and

  • Manages the placement of activities, events, trips, and

  • Manages the event-request process and facilitates the response to event

• Databases:

  • Develops and sustains data integrity

  • Coordinates the standards and timelines for data entry and management for all student databases and appropriate adult databases related to the schedule and calendar.

The Candidate

Successful candidates will demonstrate their ability to meet these expectations through the following

Core Competencies

Background Skills

• Awareness of or commitment to learning about Cate’s time, people, space, and program across the academic day and full year

• Experience in or commitment to mastering Cate’s use of Veracross and Google Suite

• Advanced spreadsheet skills (queries, XLOOKUPs, array formulas, IF statements, mail merge)

• New scheduling technologies, including Schedule X

Analytical Skills

• Strategic and systems thinking; ability to facilitate complex, multi-stakeholder processes

• Logical, analytical problem-solving

• Spatial reasoning and visual thinking

Organizational Skills

• Ability to make reasonable judgments grounded in clear priorities

• Highly organized, detail-oriented, and task-focused

Interpersonal Skills

• Effective negotiator able to work collaboratively with faculty and others impacted by schedule and calendar decisions

• Experience in, or willingness to develop skills for, leading groups through shared tasks—especially those involving scarce resources and accurate reporting across large data set

Minimum Qualifications and Experience:

• Undergraduate degree

• Experience working in schools, ideally in residential schools or similar

Job Benefits

This position comes with full benefits that include robust Health/Dental/Life insurance, Retirement and PTO.

Commitment to Supporting Diverse and Qualified Candidates

Cate School seeks educators who want to live and work in a small, diverse, mission-driven boarding community on California’s Central Coast. We welcome applicants whose priorities align with our pillars of commitment, scholarship, companionship, and service, and we are steadfast in our commitment to Equal Opportunity Employment. Research shows that women and BIPOC candidates may hesitate to apply if they don’t meet every listed qualification, so we encourage all who believe they have the skills and potential to thrive to submit an application. Our hiring process is designed to minimize bias by focusing on core competencies and the experiences that best demonstrate them.

Physical Requirements

• Ability to lift 50 pounds, using proper lifting techniques

• Ability to sit, stand, and/or move around the applicable working environment as needed

• Ability to travel safely and comfortably around our campus

• Ability to use a keyboard (or an alternative input device) and other office equipment

• Ability to read information in printed material, on a computer screen, and/or on a mobile device/laptop for extended periods of time

Equal Employment Opportunity Policy

Cate School is an equal opportunity employer. Qualified applicants will receive consideration for employment without regard to race, color, sex, pregnancy, childbirth, marital status, age, national origin, ancestry, physical or mental disability, medical condition including genetic characteristics, sexual orientation, veteran status, gender, gender identity, genetic information or any other category protected under federal or local law.