Coord. of Parent/Family Relations & Special Events

General Summary: The Coordinator of Parent/Family Relations and Special Events acts as the primary liaison between USM and the Parents’ Association (PA), responsible for fostering meaningful parent engagement and ensuring successful event execution. This position requires leadership, organizational expertise, and the ability to coordinate a wide range of events and programs that build connections and enhance the parent community.

Essential Duties and Responsibilities:

Event Planning and Coordination

• Develop and execute an annual calendar of parent-related events, ensuring alignment with USM’s goals and priorities
  • Collaborate with parent volunteers, division heads, and the administrative team to plan and coordinate events such as:
    • Holiday Shops
    • Parent socials and gatherings
    • Parent education sessions
    • Volunteer and donor recognition events
  • Coordinate logistics for events, including venue selection, setup, vendor management, and materials preparation.
  • Manage event budgets, ensuring fiscal responsibility and proper allocation of resources.
  • Partner with the Marketing and Communications team to create promotional materials and messaging for events.
  • Conduct post-event evaluations to gather feedback and continuously improve future programming.

Communication and Coordination

• Act as the primary point of contact for PA-related inquiries from administrators, faculty, and staff.
• Work with the PA president to guide and support volunteers in event and program planning.
• Maintain effective communication channels, including email, website updates, and mail correspondence.

Administrative Support

• Oversee daily office operations of the PA, maintaining a professional and welcoming environment.
• Provide technical assistance with mail merges, online form creation, mass email distribution, and additional administrative tasks.
• Coordinate communications for PA programs and initiatives, including Holiday Shops and class/room parent activities.

Financial Oversight

• Oversee the parent’s association general ledger
  • Track departmental budget of both revenue and expenses
• Report financial statements to the business office at year-end
• Work in partnership with the business office

Holiday Shops Program Support

• Annually update vendor contracts, messaging, and online forms.
• Provide administrative assistance, including data tracking and spreadsheet management.
• Attend Holiday Shops meetings and collaborate with the program coordinator.
• Manage auction and school-related websites as needed.

Volunteer Coordination and Marketing

• Partner with the PA communications coordinator to promote PA events and recruit volunteers.
• Develop strategies to retain and recognize volunteers through personalized outreach and follow-up.
• Train and support volunteers in using online tools and platforms for event and program management.

Meetings and Knowledge Management

• Attend monthly PA Executive Committee meetings to stay informed of PA activities.
• Digitally archive PA materials to preserve historical knowledge.
• Collaborate with the Advancement team and other departments to ensure consistency and alignment in all parent-facing activities.
• Other duties as assigned.

Knowledge, Skills and Abilities:

• Exceptional event planning and organizational skills: Manage multiple priorities and execute events with attention to detail.
• Strong communication and relationship-building abilities: Foster trust and collaboration among parents, volunteers, and staff.
• Flexibility and adaptability: Proactively address challenges and adapt to changing needs.
• Professionalism and vision: Create a welcoming, inclusive environment that supports USM’s mission and values.
• Leadership and initiative: Drive successful outcomes through collaboration, creativity, and problem-solving.
• Strong Financial Acumen: Manage the income and expenses statements of the parent’s association.

Education and Experience:

• High school diploma minnimum.
• Previous school or non-profit experience a plus.