Parent Engagement & Events Associate

Description

Position Title:                     Parent Engagement & Events Associate                                         

Department:                     Advancement

Reports To:                      Director of Events

FLSA Classification:                  Non-Exempt

FTE (Full-Time Equivalent):        100%

Schedule of Duties:                   12-Month

Salary:                         $60,000-80,000 annual/salary based on an hourly rate of pay

Position Purpose: The Parent Engagement & Events Associate is responsible for producing all aspects of several Advancement Department events as a lead (75%) and as part of a team (25%).

Specific Expectations for Advancement Staff: In addition to duties and essential job functions listed in job descriptions, the following responsibilities are expected of all employees in the Advancement Department: Professional development as required and approved by your supervisor, work beyond your regular hours when required and approved by your supervisor, and attendance of, or participation in, mandatory meetings and/or events as directed by your supervisor including but not limited to the bi-annual Director’s Days and the annual Auction.  All employees will be paid appropriately and according to current law. If staff are required to work outside of regular work schedule, permission to work outside of the regular work schedule is required; non-exempt employees will receive overtime pay, as eligible.

Essential Functions

• Responsible for all aspects of planning and producing many school events as a lead, including, but not limited to: Grandparents/Special Persons Day, Parent Socials, Senior Parent Dinner, PALs & Alumni Reunion events.  Participates as part of a team for other school events such as the annual Auction, Director’s Club cocktail reception and the 1898/Tower Society events
• Oversee all operations and coordinate logistics for each event (timeline, venue reservations, caterer, maintenance requests, payment arrangements, rsvp arrangements, etc.) 
  • Oversee venue and vendor selection, contract negotiations and service agreements
  • Coordinate and manage the development of the guest list in collaboration with the appropriate team member. (i.e.: work with the Admissions Director for the New Parent events) 
  • Manage the design, copy and production of all events related collateral including invitations, program booklets, signage, name tags, registration lists, seating, gift bags, etc. 
  • Develop and implement strategic event programming and themes in collaboration with Advancement team
  • Supervise “day-of-event” staff
  • Recruit and coordinate internal departments and key students for assistance in producing Engagement (i.e. Drama departments, Music departments, Student Groups/Teams, etc.)

• Responsible for all aspects of administering many school events as a lead and as part of a team (depending upon the event) to ensure their success and sustainability; duties include but are not limited to:

• Developing cost assessments, budgets and providing periodic progress reports to the Advancement team for each event
• Ensuring event success by planning and implementing event site visits with the caterer, speakers, etc. 
• Preparing post-event evaluation and analysis and reports
• Documenting and compiling all event information, producing the final file for the year for future reference
• Providing oversight and guidance in regard to the calendaring of events for the Advancement Office and the P-8 and SHP Parent Associations and Boosters
• Support Gator Greeter Program as needed
• Act as an ambassador for all things Parent Associations and Booster Groups

• Supervise parent volunteers and act as Advancement liaison to the P-8 and SHP Parent Associations and Booster Groups on many of their events including their numerous parent socials, Christmas Boutique, and Christmas parties.  Duties here include:
  • Provide oversight of all Parent Association events from beginning to end.
  • Recruiting and training new volunteers and setting up their online RSVP forms in the SHS system.
  • Assisting with oversight of caterers and budgets.
  • Request maintenance setup for events in the SHS system.
  • Produce master attendance list and name tags.
  • Reconcile dollars collected with the SHS Business office.
• Assist with other duties and tasks from time to time, as directed by the Director of Events

Qualifications

• Bachelor’s degree in marketing, Communications, Project Management, or closely related field
• Two (2) or more years of experience working directly in fundraising and/or event planning.
• Intermediate project management skills with demonstrated ability in planning projects, communicating with stakeholders, developing, and monitoring budgets, completing work with minimal supervision and meet project deadlines.
• Flexibility to attend evening and/or weekend events.
• Experience with online event registration tools.
• Ability to negotiate purchasing contracts.
• Ability to produce professional quality documents in Word, Excel, PowerPoint, and Google Suite.
• Proficiency with Raiser's Edge or other similar donor management software is desired.
• Excellent and professional interpersonal skills both in person and by phone.
• Ability to communicate effectively within a diverse community. Ability to read, write and speak in Spanish is preferred.
• Demonstrated ability to work independently with minimal direction and collaborate as part of a larger team.
• A proven ability to manage multiple projects and meet deadlines.
• Passionate about being part of team with a firm commitment to customer service and stewardship.
• Outstanding organizational skills and attention to detail. High standard of interpersonal, written, and verbal communication skills.
• Flexible, with a high tolerance for change, ambiguity and a fast-paced environment.
• High level of professionalism and willingness to “go the extra mile” to reach goals.
• Demonstrated excellent punctuality and attendance.
• A clear commitment to the educational philosophy of the school as articulated in the Goals and Criteria of Sacred Heart Schools.
• Previous work experience in a school or non-profit environment greatly valued.

Physical Demands and Work Environment

• View and operate a computer frequently and consistently, especially regarding primary work functions.
• Ability and willingness to work overtime, weekends and evenings as directed.
• Speak and hear to communicate effectively with school population and the public.
• Travel safely and comfortably across a 63-acre campus for a variety of events and meetings, often several times in a workday.
• Physically able to assist, when necessary, with event setup and breakdown, including lifting to 30 lbs.

• Work in standard office conditions and climate. Work outside in weather conditions typical of mid-peninsula Bay Area.
• Work in a highly stressful environment dealing with a wide variety of challenges, deadlines, and a varied and diverse array of contacts.

Qualifications