Special Events / Volunteer Coordinator

Title: Special Events/Volunteer Coordinator

Supervisor: Director of Advancement

FLSA: Non-Exempt

The Special Events/Volunteer Coordinator plans and executes events and activities that increase support basis and volunteer engagement for Incarnate Word Academy (IWA). The position directly interfaces with volunteers and their activities while overseeing and managing special event timelines and budgets.    Annual events include the Gala and Auction, the IWA Raffle; and Spring Style Show along with a host of Mother's Club activities. The Coordinator works collaboratively with the Advancement Director, President of the Academy, and faculty and staff, to secure and manage event and volunteer participation. 

Hours:  8:30 a.m. to 5:00 p.m., Monday through Friday, with occasional evening and weekend work as needed. 

Mission and Values 

  • Models the mission, values and spirituality of the Academy and the Sisters of the Incarnate Word and Blessed Sacrament.
  • Serves as a positive representative of IWA within the broader community.
  • Participates fully in the life and activities of the IWA community.
  • Serves all IWA families with compassion and respect.

Essential Duties and Responsibilities

Volunteer Coordinator

  • Acts as the Academy’s liaison with the Mother’s Club to ensure open and effective  communication.
  • Ensures that the Mother’s Club goals/agendas correspond with those of the school.  
  • Serves as the staff liasion to assist Mothers’ Club with implementation of their events.
  • Recruits, trains and supports parent volunteers as needed for special events.   
  • Gives oversight to the organization/expenditures of the Spirit Shop.  
  • Monitors Mothers Club expenses against the approved budget.
  • Assists Mothers’ Club to develop a successful model to recruit additional parental involvement and leadership for the     organization.
  • Develops an effective means to recruit volunteers for fundraising events.

Event Planning, Management and Execution of Special Events 

  • Recruits, trains and supports volunteers involved in fundraising events, particularly the annual Gala and Auction.
  • Directs and oversees planning, timeline development, management, and recruitment of volunteers needed for the gala.   
  • Delivers hands-on coordination of Advancement special events fundraising initiatives.   
  • Coordinates with Marketing to develop marketing materials for special events. 
  • Collaborates with external vendors to successfully achieve event objectives.


  • Collaborates on the development and implementation of the Raffle including but not limited to the logistics, communications, budget administration and the training and supervision of volunteers or student leaders for the event.
  • Develops a plan to solicit Alumnae for ticket sales.  
  • Recruits volunteers to assist in implementing the program.  
  • Coordinates partnerships with local parishes to allow IWA students to sell raffle tickets. 
  • Coordinates with Marketing to develop raffle marketing materials and announcements. 
  • Other duties as assigned by the Director of Advancement.


  • A 4-year degree from a college or university or an equivalent in-depth training program directly related to volunteer management, liberal arts or communications. 
  • At least 2 to 4 years of related job experience, including special events.
  • History of soliciting and acquiring gifts for special events, preferably in an academic setting.
  • A self-starter with a demonstrated ability to manage many volunteers.
  • Familiarity with Microsoft Office Suite and Google Docs.
  • Familiarity with managing digital platforms for social media (Facebook, Twitter, etc.) and email marketing platforms (such as ConstantContact or MailChimp).
  • Excellent interpersonal skills and outstanding verbal and written communication skills.
  • A capacity to oversee multiple projects concurrently.
  • History of turning constructive criticism into best practices for future use.

The above statements are intended to describe the general nature of work performed by individuals in this job  classification. They are not intended to be construed as an exhaustive list of all responsibilities, duties, or  qualifications required of individuals in this job classification. All job classifications may have other duties  assigned on an as-needed basis. Management, at the appropriate level, retains the right to assign and change  the duties of any position at any time.