The Calhoun School, a leading progressive, independent, co-educational day school in Manhattan, seeks a full time permanent Special Projects and Events Coordinator for the Office of Development and Alumni Relations, to begin in October, 2019.
Calhoun is a vibrant, progressive independent school on Manhattan's Upper West Side with a mission to inspire a passion for learning that values intellectual pursuit, creativity, diversity and community involvement. The school seeks to recruit, hire and support a diverse staff that represents the rich portraiture that characterizes the population of New York.
Reporting to the Associate Director of Development, the Special Projects and Events Coordinator will work closely with the Associate Director of Development on planning and executing the events that the Development and Alumni Relations Office holds each year which support the school’s major fundraising and donor relations efforts. As a member of the school’s dynamic Development team, duties will include event logistics, office management, administrative support, data entry, overseeing purchase orders, reimbursements, cash requests, reporting and select projects. They will oversee details of office management that will increase the overall efficiency of the Development operation including to support the Alumni Relations program. Additionally, the person in this position will conduct prospect research and create prospect profiles for incoming new families and throughout the year as needed. This position’s time is split among the Annual Benefit, Special Events and General Office, Alumni Relations and Annual Fund Support.
Essential Responsibilities and Functions
Events (30% time)
Plan and execute events with internal department and external vendors that support school’s major fundraising and donor relations efforts
Manage pre- and post-event activities, including prepping mailing lists, tracking attendance, creating name tags, creating invitations
Annual Benefit (40% time)
Provide support for the Annual Benefit with a concentration on auction data management and writing for approximately 200-250 auction items
Management of volunteer committee data
Alumni and Annual Fund Support (20% time)
Provide administrative support to the Alumni Director and the Director of Annual Fund and Constituent Relations for their programs including research, data management, presentation materials and event support
Other Responsibilities (10% time)
To manage and maintain office appearance and supply inventory as well as support administrative operations of the Development and Alumni Relations operation
Conduct prospect research and create prospect profiles for incoming new families and as needed throughout the year
To help to support the Upper School Senior Internship Work Program by identifying companies to host 12th grade students each spring
Oversee the processing of purchase orders, reimbursements and cash requests
To perform various other responsibilities as assigned by the Director and/or Associate Director of Development in support of the various Development and Alumni Relations programs as they arise
Success Factors and Job Competencies
Outstanding attention to detail and time management skills, including the ability to organize, manage and prioritize multiple projects simultaneously
Strong team player and community member
Ability to think ahead and plan
Commitment to progressive education values
Proficiency with MS Office programs
Prior event planning experience
Ability to organize and complete multiple tasks simultaneously with close attention to detail and prioritization to meet deadlines
Ability to work independently in a fast-paced, sometimes loud and open office environment and see tasks through completion
Excellent interpersonal and written/verbal communication skills
Ability to work evenings as needed
High professional and ethical standards for handling confidential information
Track record of demonstrating initiative
Familiarity with The Raiser’s Edge (RE) or comparable CRM
Creativity in problem solving
Comfort interacting with various constituent groups and volunteers
Physical Demands/ Work Requirements
The Calhoun Development Office is located on the third floor of a five-floor walk-up townhouse.
Additionally, the position may require:
Occasional lifting of materials and boxes in preparation for events/meetings;
Occasional travel between Calhoun’s three buildings within ten blocks of one another (two of the buildings are five stories and do not have elevators);
working until after midnight on the night of the annual Benefit event.
Commitment to Diversity Work
Calhoun is committed to addressing issues of social justice, diversity, equity, and anti-bias education in our curriculum and in our community. Employees must be willing learners and participants in supporting this work.
Calhoun is committed to recruiting, hiring and supporting a diverse staff and welcomes applicants of all gender, sexuality, religious, ethnic, racial and cultural identities. Calhoun does not unlawfully discriminate in employment opportunities or practices on the basis of one’s actual or perceived race; color; religion; sex/gender (including gender identity); creed; sexual orientation; marital status; pregnancy; ethnicity; national origin; ancestry; age; disability.
To apply, candidates should submit the following materials:
About The Calhoun School
The Calhoun School is a leading progressive, independent, co-educational day school in Manhattan.