This position is responsible for project management and execution, overall coordination, and strategic
planning of school-related special events and programs. This includes promoting and engendering a
spirit of cooperation and volunteer engagement among the Nightingale community to ensure events are
well-planned and executed. This position reports into the Director of Operations and Capital
Collaborate with the Marketing and Communications department on branding, collateral materials and promotions (to include print, electronic communication and social media) for all events
Coordinate with division and/or department program manager in planning for all aspects of events; finalize work orders.
Schedule and lead planning meetings with relevant staff to coordinate and allocate tasks.
Develop calendars, timelines and budgets.
Produce and distribute invitations and reminders both print and on-line. Track all responses. (e.g., Google Docs, Raiser’s Edge, Excel)
Coordinate with the IT Department on technology and audio needs.
Coordinate with catering personnel on food service needs.
Identify staffing/volunteer needs for each program/event.
Attend Operations meetings to review needs for upcoming departmental events.
Track all finances related to the event, and provide related materials to the Business Office.
Ensure production and availability of specific event-related items as needed.
Track, enter and maintain all events in the School’s online calendar database.
Provide support for events, including working the event.
Parent Association Liaison:
Coordination with the Advancement Office and the PA on all PA events; includes periodic review of the PA calendar and the scope of the events.
Serve as the liaison to the Parent Association (PA) with heavy emphasis on planning, organizing and executing PA events.
Work with the President of the PA to establish annual goals for the Association; Meet regularly for updates and strategy sessions;
Identify, direct and guide parent volunteers with a spirit of positivity and collaboration.
Serve as primary contact for all constituents regarding the calendar and event management
Work with the Director of Operations to manage the online calendar, which serves as the primary source of information for the entire community, and to facilitate an annual calendar discussion in the spring of each school year to plan the following school year’s calendar, serving as a holistic look at how all activities should be coordinated.
Reviews all special requests for Nightingale spaces with Director of Operations for discussion/decision
Reviews Nightingale self-scheduled new bookings from overnight/weekend and confirms them or flags for follow-up issues to be reviewed with Director of Operations.
Write IT/AV/Event setup requests for self-booked spaces as needed. Process and respond to all event request forms that are submitted via the website and follow up on details with the appropriate departments (kitchen, drama, facilities, technology, Head’s office, etc.).
Meet weekly with a cross-departmental team to discuss upcoming school events.
Prints daily overall reports and schedules for team.
Initiates, organizes, and implements administrative systems and processes for efficient office management.
Ability to work some nights and weekends, as necessary.
Will perform all other duties as assigned.
Bachelor’s degree, minimum of 5 to 7 years of applicable work experience in an office environment that is customer-facing.
Must be highly organized with great attention to detail. High degree of comfort working and effectively communicating with a variety of people and audiences. Interest in community building and audience engagement. The successful candidate must possess exquisite listening abilities, strong written and verbal communication skills, and enthusiasm for working effectively within a complex organizational culture.
Technology Skills Required:
About The Nightingale-Bamford
Founded in 1920, Nightingale-Bamford is an independent school for girls, enrolling 592 students from Kindergarten through Class XII. The schoolhouse consistes of 97,000 square feet with a regulation-size gymnasium, auditorium with computerized sound and lighting systems, state-of-the-art science laboratories, computer rooms and library technology. The school is accredited by the New York State Association of Independent Schools.Full-time faculty members:92 Average tenure at Nightingale: 11 years