Advisor: Prom Coordinator

Sylvania; Minnesota; On-site; USD 3,000 - 6,000; Full time

Job summary

Sylvania is seeking a Prom Coordinator to lead the annual high school prom, overseeing planning, budgeting, logistics, and execution. You will serve as the primary liaison between the student committee, activities director, parents, and external vendors to deliver a safe, memorable, and financially stable event.

Responsibilities include forming and steering committees, leading meetings, securing funds and vendors, managing the event budget, processing contracts and invoices, coordinating

Qualifications

• Experience coordinating school events with multiple stakeholders.
• Strong budgeting and financial literacy.
• Ability to process vendor contracts, invoices, and POs.

Responsibilities

• Create and lead a parent and student committee.
• Lead regular meetings to facilitate input from student committee and delegate tasks.
• Lead regular meetings with the parent committee to assist with fundraisers and securing external vendors.
• Establish and manage a strict event budget in compliance with school district policies.
• Track all income (ticket sales, fundraisers) and expenditures (venue, catering, DJ, decorations).
• Process vendor contracts, invoices, and purchase orders through the school’s administrative office.
• Research, secure, and act as the main point of contact for external vendors and after prom activities.
• Manage the event evening timeline, including setup, registration, coronation/court ceremonies, and teardown.
• Coordinate recruitment of faculty and parent chaperones, assigning supervisory roles for the night.

Skills

Project management

Communication

Budgeting

Mentorship

Availability

Job description

Job Summary

The Prom Coordinator is responsible for the leadership, planning, budgeting, logistics, and execution of the annual High School Prom. This role serves as the primary liaison between the student and parent prom committee, Activities Director, and external vendors. The ultimate goal is to provide a safe, memorable, and financially stable event for the student body.

Essential Duties and Responsibilities

• Create and lead a parent and student committee.
• Lead regular meetings to facilitate input from student committee and delegate tasks to foster leadership and ownership of prom day.
• Lead regular meetings with the parent committee to help with fundraisers and securing external vendors.
• Establish and manage a strict event budget in compliance with school district financial policies.
• Track all income (ticket sales, fundraisers) and expenditures (venue, catering, DJ, decorations).
• Process vendor contracts, invoices, and purchase orders through the school’s administrative office.
• Research, secure, and act as the main point of contact for external vendors and after prom school-sponsored activities.
• Manage the timeline of the event evening, including setup, registration, coronation/court ceremonies, and teardown.
• Collaborate with school administration to establish security protocols, check-in/check-out procedures, etc.
• Coordinate the recruitment of faculty and parent chaperones, assigning specific supervisory roles for the night.

Knowledge, Skills, and Abilities

• Project Management: Excellent organizational skills with the ability to manage multiple timelines, from selecting a venue twelve months out to managing day-of decorations.
• Communication: Strong interpersonal skills to effectively bridge communication gaps between teenagers, school executives, and corporate vendors.
• Financial Literacy: Basic budgeting skills; ability to balance accounts and handle large cash/digital ticket transactions.
• Patience & Mentorship: A passion for working with high school students, maintaining a calm demeanor under pressure, and guiding them through real-world problem-solving.
• Availability: Ability to attend after-school committee meetings and work extended hours on the weekend of the event.

Education/Certification Requirements

• Current employment within the school district (preferred for internal stipend positions).

Physical Requirements

This work requires the occasional exertion of up to 50 pounds of force; work regularly requires speaking or hearing, frequently requires standing, walking, sitting and using hands to finger, handle or feel and occasionally requires stooping, kneeling, crouching or crawling, pushing or pulling and lifting; work requires close vision and distance vision; vocal communication is required for expressing or exchanging ideas by means of the spoken word and conveying detailed or important instructions to others accurately, loudly or quickly; hearing is required to perceive information at normal spoken word levels and to receive detailed information through oral communications and/or to make fine distinctions in sound; work requires observing general surroundings and activities; work occasionally requires exposure to outdoor weather conditions, exposure to bloodborne pathogens and may be required to wear specialized personal protective equipment and Exposure to bodily fluids; work is generally in a moderately noisy location (e.g. business office, light traffic).

This position will be filled on the basis of the experience, competency, and qualifications of the applicant and the needs of the District. Janesville-Waldorf-Pemberton Public Schools complies with state and federal fair employment regulations.