Events Coordinator

About Our Academy

Ivywood Classical Academy is a tuition-free public school that educates students using the virtues-based and rigorous classical education tradition. The classical curriculum is time-tested, research-based, and is proven to develop children into thoughtful, caring, educated, freethinking young adults. The curriculum emphasizes an education in the humanities, sciences, and arts, and integrates Spanish and Latin language to promote depth in learning.


Ivywood strives to produce students of high moral character who understand the world and what it means to be a contributing member of society. We place a strong focus on the why behind our lessons, which fosters a love for learning and inspires wonder in our students. Ivywood Classical Academy is a proud Hillsdale College Barney Charter School Initiative (BCSI) Member School.


A successful candidate for this position has:

• An unwavering belief that students need an intentional and consistent focus on virtue.
• A love for children and a strong desire to cultivate the wonder and joy of learning everyday.
• An ability to be a subject-matter expert, and share your love of the liberal arts tradition.
• An ability to build relationships with students, parents, and colleagues.
• A desire to foster a tight-knit community in and out of the classroom.

About the role

To lead the planning, coordination, and execution of exceptional school events, family engagement initiatives, school traditions, community partnerships, and special programs that bring the Academy's mission to life. This position cultivates meaningful partnerships between the Academy, its families, and the broader community by creating welcoming, mission-driven experiences that strengthen school culture, celebrate student formation, foster a spirit of hospitality and service, and support the Academy's enrollment, retention, advancement, and long-term vitality.


What you'll do

Family Engagement & Partnership

• Develops and owns the Academy's family engagement program, ensuring families feel welcomed, informed, and connected throughout the school year.
• Plan and coordinate family engagement opportunities that strengthen the partnership between home and school.
• Welcome new families through orientation events and onboarding activities that introduce the Academy's mission, culture, and traditions.
• Coordinate volunteer opportunities, maintain volunteer schedules, and recognize volunteer contributions throughout the year.
• Partner with school leadership to strengthen the overall family experience and identify opportunities to increase engagement.
• Assist with enrollment events, school tours, and prospective family visits as requested.
• Support retention efforts by maintaining positive relationships with current families and encouraging participation in school life.
• Collect family feedback and share recommendations with school leadership.

School Culture, Events & Student Experience

• Lead the planning and execution of school events, family nights, celebrations, ceremonies, and other Academy traditions.
• Develop annual event calendars, project timelines, budgets, and communication plans.
• Coordinate vendors, volunteers, facilities, equipment, and event logistics from planning through cleanup.
• Manage event registrations, supplies, contracts, and day-of operations.
• Plan and coordinate character assemblies, student recognition programs, academic celebrations, and other events that reinforce the Academy's mission and virtues.
• Work alongside faculty and staff to create traditions that foster school pride and strengthen the Academy community.
• Evaluate each event, identify opportunities for improvement, and implement changes for future programming.

Community Partnerships

• Build relationships with local businesses, civic organizations, churches, nonprofits, and other community partners.
• Represent the Academy at community events and networking opportunities.
• Coordinate community partnerships that enrich student learning and support Academy initiatives.
• Identify sponsorship opportunities and cultivate long-term community relationships.
• Organize service projects and community engagement opportunities for students and families.

Communications

• Prepare content for newsletters, announcements, website updates, social media, and family communications.
• Coordinate communication for school events, including invitations, reminders, schedules, and follow-up messaging.
• Highlight student achievements, school traditions, and community partnerships through regular Academy communications.
• Work with the communications team to ensure messaging reflects the Academy's mission and brand.

Annual Fundraising Events

• Coordinates annual fundraising initiatives and community campaigns.
• Prepare reports summarizing participation, fundraising results, and engagement metrics.

Administrative Responsibilities

• Maintain event files, budgets, vendor agreements, volunteer records, and planning documents.
• Track project timelines and ensure deadlines are met.
• Prepare agendas, planning materials, event checklists, and post-event summaries.
• Monitor attendance, volunteer participation, and event outcomes.
• Provide regular updates to school leadership on upcoming events, partnerships, and engagement initiatives.
• Support additional projects assigned by the Head of School.

Professional Responsibilities

• Model the Academy's mission, vision, and virtues in daily work.
• Build positive relationships with students, families, colleagues, volunteers, and community partners.
• Participate in professional development, faculty meetings, and Academy events.
• Perform other duties as assigned by the Head of School.

Qualifications

Minimum Requirements:

• High school diploma or equivalent required; Associate's degree or coursework in communications, marketing, business, nonprofit management, or a related field preferred.
• One year of customer service, administrative support, event coordination, volunteer coordination, or related experience preferred.
• Strong organizational skills with excellent attention to detail.
• Excellent verbal and written communication skills.
• Proficiency with Microsoft Office and Google Workspace.
• Ability to prioritize multiple projects and meet deadlines in a fast-paced environment.
• Excellent attendance record verified through references.

Desired Qualifications:

• Experience coordinating events, school activities, or volunteer programs.
• Experience working in a school or nonprofit environment.
• Strong interpersonal skills and ability to build positive relationships with families and community members.
• Comfortable working occasional evenings or weekends for school events.
• Self-motivated with a willingness to learn and contribute wherever needed.

About Choice Schools Associates

Ivywood Classical Academy is part of the Choice Schools Community. As a comprehensive education service provider, Choice Schools offers a student-centered approach to tailored school operations support. Much like a superintendent's office, Choice Schools provides invaluable assistance in various crucial areas, including instruction, professional development, curriculum, human resources, finance, compliance, communications, and enrollment. By being a part of the Choice Schools Classical Model, Ivywood is a vibrant community of learning, comprised of multiple other outstanding environmental schools within the state. The Classical Model will provide you with the support and collaboration of a large district while serving at a tight-knit community school in your area.