Events and Rentals Coordinator

Founded in 1961, Sandy Spring Friends School is a progressive, coed, academically-rigorous day and boarding school serving approximately 700 students from age three through 12th grade.

The campus is located on 140 acres in the historic Sandy Spring area of Montgomery County, Maryland, and the School is approved by the Maryland State Board of Education and accredited by the Association of Independent Maryland Schools.

Our school's culture, rooted in the idea that collaboration engenders achievement, can be traced to our Quaker heritage and abiding belief in the Quaker values of simplicity, equality, integrity, stewardship of the environment, and peaceful resolution of conflict.

Summary : The Events and Rentals Coordinator is responsible for coordinating and executing special events and facility rentals at Sandy Spring Friends School.

The coordinator will directly support special events at SSFS including serving as the on-site contact for SSFS staff, rental clients, and event guests, ensuring effective management of all details related to the rental.

Responsibilities

• Oversee, coordinate and execute special events on campus.
• Assist in planning, coordinating, and implementing special events and facility rentals, including contracts, COIs, and collecting and inputting payments.
• Respond to facility rental and event-related inquiries, schedule tours and walk-throughs with current and prospective rental clients, and assist in subsequent follow up.
• In partnership with our facilities team, oversee event setup and breakdown, assist with onsite oversight and execution on event days, including guest check-in, directional support, volunteer deployment, etc.
• Coordinate all aspects of event logistics, from catering requests, set-up and breakdown, technology and sound - connecting the right departments with the needs for each event.
• Assist in the development of community partnerships with the goal of both broadening SSFS's reach within the community, and also making rentals and event offerings diverse, accessible, equitable and inclusive.
• Manage the SSFS master calendar and clerk the calendar committee.
• Maintain and grow the SSFS master vendor list and seek and coordinate additional opportunities for the use and rental of SSFS spaces.
• Be available onsite for rentals as required.
• Finalize the post-event billing and collection of outstanding balances as needed.
• Other duties as assigned.

Qualifications

• Minimum two year direct experience managing large-scale events
• Minimum of two years of customer service experience required
• Proficiency with Google Office
• Possess a valid driver's license
• Experience coordinating paid and volunteer staff
• Possess excellent verbal communication and organizational skills
• Able to multitask and juggle multiple projects
• Ability to work a flexible schedule to include weekends, holidays, and special events
• Physical Requirements : The ability to navigate stairs as part of daily routines; mobility around a large campus with uneven pavement;
• bending and squatting as required to participate in activities; sitting and standing for long periods of time during the school day;

lifting / carrying boxes up to 25 pounds; and the ability to maneuver as necessary within a regular classroom and office setting.

Please note that the School has a mandatory COVID-19 vaccination policy, which requires that all employees be fully vaccinated against COVID-19 and provide proof of vaccination, which includes a bivalent dose of the vaccine given on or after 9 / 1 / 2022.

Commitment to Diversity : Sandy Spring Friends School does not discriminate on the basis of race, color, religion, national or ethnic origin, gender, sexual orientation, gender identity, or a person's status as a qualified candidate with a disability in administration of its educational program, admission policies, financial aid program, staff hiring, and other school-administered programs.