What are the responsibilities and job description for the Awards Night Coordinator (internal) position at Chichester School District?
Awards Night Coordinator Description
Start Date: 4/11/25
Location: Chichester High School
Reports To: Director of Activities & High School Principal
Location: Chichester High School
Schedule: School Year 2024-25
Job Overview:
We are seeking a dynamic and organized individual to coordinate and manage an Awards Night focused on scholarships and community engagement. The ideal candidate will be responsible for connecting with scholarship providers, creating an event program, organizing the awards ceremony, and overseeing the distribution of awards. This is a key role for someone passionate about education, community involvement, and event planning.
Key Responsibilities:
- Community & Scholarship Engagement:
- Build and maintain relationships with local and regional scholarship providers, educational institutions, and community organizations.
- Coordinate the selection process of scholarship recipients with community partners and donors.
- Ensure accurate communication with scholarship recipients and relevant stakeholders.
- Program Creation & Event Planning:
- Develop the event program, including the schedule of activities, award categories, and guest speakers.
- Coordinate with various stakeholders to gather necessary information (e.g., bios for awardees, speaker details, sponsor recognition).
- Work with the design team to create event materials, including programs, signage, and promotional content.
- Logistics & Event Organization:
- Oversee the venue selection, logistics, and technical aspects of the event.
- Coordinate the set-up of the event, including registration, seating arrangements, and signage.
- Manage RSVPs and attendance lists for both award recipients and guests.
- Ensure smooth execution of the ceremony, including rehearsals and managing the event flow.
- Awards Organization & Distribution:
- Ensure all awards, certificates, and materials are prepared and ready for presentation.
- Coordinate with suppliers and vendors to secure high-quality awards and prizes.
- Work with presenters to ensure each award is properly presented, and the recipients’ achievements are highlighted.
- Communication & Marketing:
- Promote the awards event through email, social media, and local outreach to ensure maximum attendance and visibility.
- Work with the PR and marketing teams to generate coverage for the awards and scholarship initiatives.
- Communicate event details to all participants, including award recipients, donors, and guests.
- Follow-Up & Reporting:
- Coordinate post-event follow-up with scholarship recipients, sponsors, and attendees.
- Compile event feedback, and create a post-event report to measure success and identify areas for improvement.
- Manage thank-you notes to scholarship providers, sponsors, and volunteers.
Required Qualifications:
- Bachelor’s degree.
- Proven experience in event coordination and project management, especially with award ceremonies or scholarship-related events.
- Strong organizational skills and attention to detail.
- Excellent written and verbal communication skills.
- Ability to build relationships with community organizations, donors, and other key stakeholders.
- Proficient in event management software, Microsoft Office Suite, and social media platforms.
- Ability to work under pressure and manage multiple tasks simultaneously.
Preferred Qualifications:
- Experience working with nonprofit organizations or educational institutions.
- Knowledge of local scholarship programs and community resources.
- Experience managing budgets and securing sponsorships.
