Coord. of Parent/Family Relations & Special Events

University School of Milwaukee Corporation•Milwaukee, WI

About The Position

The Coordinator of Parent/Family Relations and Special Events is the primary liaison between USM and the Parents’ Association (PA). The role fosters parent engagement and coordinates events and programs that strengthen the parent community. It combines event leadership, volunteer support, communications, administrative operations, and financial oversight. The coordinator develops and executes an annual calendar of parent events, manages event logistics and budgets, and works with parent volunteers, school leaders, the administrative team, and Marketing and Communications. The position also oversees PA office operations, supports communications and digital tools, tracks the PA’s income and expenses, and assists with the Holiday Shops program. The coordinator attends monthly PA Executive Committee meetings, digitally archives PA materials, and collaborates with the Advancement team and other departments to keep parent-facing activities aligned.

Requirements

High school diploma (minimum).
Exceptional event-planning and organizational skills, including managing multiple priorities and executing events with attention to detail.
Strong communication and relationship-building abilities to foster trust and collaboration among parents, volunteers, and staff.
Flexibility and adaptability to address challenges and changing needs.
Professionalism and vision to create a welcoming, inclusive environment that supports USM’s mission and values.
Leadership and initiative, including collaboration, creativity, and problem-solving.
Strong financial acumen and ability to manage the Parents’ Association’s income and expense statements.

Nice To Haves

Previous school or nonprofit experience.

Responsibilities

Develop and execute an annual calendar of parent-related events aligned with USM’s goals and priorities.
Collaborate with parent volunteers, division heads, and the administrative team to plan events such as Holiday Shops, parent socials, parent education sessions, and volunteer and donor recognition events.
Coordinate event logistics, including venue selection, setup, vendor management, and materials preparation.
Manage event budgets and allocate resources responsibly.
Partner with Marketing and Communications to create event promotional materials and messaging.
Evaluate events afterward, gather feedback, and improve future programming.
Serve 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 communication channels, including email, website updates, and mail correspondence.
Oversee the PA’s daily office operations and maintain a professional, welcoming environment.
Provide technical assistance with mail merges, online forms, mass email distribution, and other administrative tasks.
Coordinate communications for PA programs and initiatives, including Holiday Shops and class/room parent activities.
Oversee the PA general ledger and track departmental revenue and expenses.
Report year-end financial statements to the business office and partner with that office.
Annually update Holiday Shops vendor contracts, messaging, and online forms.
Provide Holiday Shops administrative support, including data tracking and spreadsheet management.
Attend Holiday Shops meetings and collaborate with the program coordinator.
Manage auction and school-related websites as needed.
Partner with the PA communications coordinator to promote 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.
Attend monthly PA Executive Committee meetings to stay informed about PA activities.
Digitally archive PA materials to preserve historical knowledge.
Collaborate with the Advancement team and other departments to ensure consistency and alignment in parent-facing activities.
Perform other duties as assigned.