Job Description

Roman Catholic High School Advancement Office is currently seeking an energetic individual to fill the position of Coordinator of Special Events and Alumni Relations. Responsibilities include coordination of Advancement Office social and fundraising events from concept to execution: negotiating with vendors, suppliers, programing, set-ups, etc. Additionally, Grant Writing and preparing grant applications.  Excellent writing ability, customer service, interpersonal and organizational skills required. Mastery of Microsoft Office suite required, Publisher and Adobe Photoshop; working knowledge of RaisersEdge preferred. Send resume and salary requirements, along with references to: Rev. Joseph W. Bongard, Rector at


Responsibilities Include:

  • Plan, implement and promote alumni programs that support the Office of Advancement's strategic plan.
  • Ensure accurate and complete alumni database records; capture contact, biographical and career information of alumni via surveys, projects, correspondence, website, postal returns, etc.…
  • Establish and build relationships with a wide range of alumni, and members of the local civic and business communities; maintain regular communication with alumni via direct contact, email blasts, alumni web pages, and print publications.
  • Collaborate closely with development colleagues in increasing support from alumni; routinely identify and qualify alumni prospects for gifts; communicate development- related activities via written contact reports filed in Raiser's Edge and attendance at prospect management meetings.
  • Other duties as assigned by manager

Event Planning and Production:

  • Assist with negotiations for space contracts and book event space, arrange food and beverage, order supplies and audiovisual equipment, make travel arrangements, order event signs, and ensure appropriate décor (florals, linens, color schemes, etc.) to meet the quality expectations of the alumni association.
  • Aggressively gather information on each project to achieve quality event productions.
  • Conduct research, make site visits, and find resources to help staff make decisions about event possibilities.
  • Create and revised room layouts for each event.
  • Serve as liaison with vendors on event-related matters.
  • Assist with managing on-site production and clean up for events as necessary.
  • Prepare nametags, materials, notebooks, packages, gift bags, registration lists, seating cards, etc.

Event Administration: 

  • Assist with preparing budgets and provide periodic progress reports for each event project.
  • Creates purchase orders or other financial arrangements for vendor services following procurement services.
  • Keep track of event finances including check requests, invoicing, and reporting.
  • Prepare and modify event contracts as requested


  • Excellent organizational and communication skills, including writing, proof reading skills, and speaking.
  • Ability to manage multiple projects and work assignments simultaneously with close attention to detail and prioritization to meet deadlines.
  • Excellent interpersonal skills both in person and by phone, with high professionalism.
  • Ability to accomplish projects with little supervision, combined with demonstrated flexibility
  • Fantastic customer service ethic and high expectations for quality.
  • Develops invitation lists, issues invitations and manages guest responses. Provides guest lists and briefing materials to appropriate RCHS officials.
  • Produces invitations, programs and other events materials.
  • Creates purchase orders or other financial arrangements for vendor services following procurement services.
  • High professional and ethical standards for handling confidential information
  • Bachelor’s degree preferred; significant work experience can substitute for the degree.
  • Proficient using the latest versions of Microsoft Word, Excel, Publisher, Adobe Photoshop and mail merges; email and web searches. Knowledge of Raiser’s Edge preferred.
  • Ability to work evenings and weekends as needed


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