Communications and Community Relationships Manager

  • Tennessee Association of Independent Schools (TAIS)
  • Hybrid (Nashville, TN, USA)
  • Feb 08, 2024
Full time Clerical/Admin Communications/Marketing

Job Description

Overview: The Communications and Community Relationships Manager will be eager to collaborate, innovate, communicate effectively and professionally, and bring a sense of fun to the tasks of ensuring that TAIS membership is of the highest value for its members. While much of TAIS work is virtual/remote, living in the state of Tennessee is a requirement

Major Responsibilities and Duties

Ongoing/Year-Round Work

  1. Support of the TAIS Mission and Collaboration with the Executive Director and Associate Director
    • Communicate frequently, both in-person and virtually, with the Executive Director about responsibilities and goals
    • Communicate frequently, both in-person and remotely, with the Executive Director and Associate Director about projects, initiatives, and work in progress
    • Demonstrate foresight in creating and stewarding relationships with personnel at TAIS member schools, TAIS sponsors, key vendors, and other TAIS constituents
    • Demonstrate professional, ethical, and responsible behavior in all TAIS-related work
  2. Marketing and Communications
    • Create marketing materials for events
    • Manage social media posts and presence, taking photographs at events as needed
    • Communicate with sponsors, exhibitors, member schools, speakers, and vendors in a timely and professional way
    • Maintain and update TAIS’s databases in coordination with other TAIS Staff
  3. Website
    • Maintain and update website as needed
    • Create and maintain webpages, event pages, registration forms, and member-school features
  4. Member, Sponsor, and Community Relationships
    • Help to build positive relationships between TAIS and member schools as well as between member schools
    • Seek and maintain relationships with mission-aligned organizations (e.g. Facing History and Ourselves, Vanderbilt’s PTY, Narrative Four, etc.), speakers, and sponsors/exhibitors
    • Maintain the Sponsor Directory
    • Organize and deliver gifts for New TAIS Heads of School 
    • Serve as primary coordinator of TAIS Sponsor Program with input and support from the Associate and Executive Directors, frequently managing all aspects of TAIS’s relationship with an organization, including but not limited to the recruitment and initial conversation and follow up, support and coordination at events, management of sponsor benefits, member school connections, and revision of the Sponsorship Packet
    • Manage annual membership renewal process
  5. Records 
    • Organize, update, and maintain TAIS records of event attendance; event calendars; logistical and planning information; speaker, sponsor, vendor, and exhibitor relationships; meetings; committee work; participant certificates; and other pertinent documentation in coordination with other TAIS Staff
    • Assist with organization and management of TAIS permanent records
    • Assist with organization and management of the TAIS Google Drive and TAIS Archives
  6. Calendar Organization and Administrative Support
    • Maintain an annual calendar of events for the current and coming year
    • Assist the Executive Director and Associate Director as needed with scheduling school visits and other events
  7. Accounting Support
    • Gather, organize, and communicate relevant data to create invoices as needed for events and sponsors
    • Assist with management of banking deposits for TAIS
    • Tracking of in-kind and sponsor data for the TAIS 990 filing
    • Gather relevant data to assist the Executive Director in creating or managing speaker, event site, and hotel contracts when needed
  8. Professional Growth and Development
    • Attend meetings, conferences, webinars, and conference calls to develop professional skills, network, and knowledge

Event-Specific Work (2-3 events per month, generally September through April)

  1. Professional Development Event Planning and Management
    • Determine and secure location, dates, and catering for each event
    • Create and manage marketing and other communication for events, including registration and website event pages, sponsor/exhibitor coordination, attendee information, speaker and vendor confirmation, and printed materials
    • Manage logistical details before, during, and after each event, including registration forms, nametags, certificates, signage, setup, cleanup, post-event thank yous/gifts and communication, evaluations forms of the event for attendees, hotel and/or travel details, speaker needs and payment, database updates and other logistics, providing timely communication between all parties involved
    • Envision new areas for TAIS programming such as unconferences and student programming
    • Assist the Associate Director in managing event budgets
  2. TAIS Annual and Other Conference Planning and Management
    • Handle event logistics (as listed above in 1) for two-day event with about 1,000 attendees and other day-long conferences for 30-100 attendees
    • Determine, manage, and communicate the schedule, locations, and logistics for sessions, exhibitor booths, meals and snacks in coordination with other TAIS Staff
    • Communicate expectations and needs with session presenters and sponsors
    • Design unique offerings at events for key TAIS constituents: ASC and TSC members, school liaisons, and NELI participants
    • Build and maintain a conference app when applicable
  3. TAIS New and Emerging Leaders Institute (NELI)
    • Coordinate communications and follow-ups for NELI speakers, presenters, event site coordinators, and participants
    • Manage logistical details before, during, and after each NELI session, including nametags, certificates, signage, setup, cleanup, post-event thank yous/gifts and communication, evaluations of the event by attendees, hotel and/or travel details, and other logistics, providing timely communication between all parties involved

Short-Term, Time-Bound Work

  1. ACT District Testing Program
    • Coordinate and plan all parts of the ACT District Testing program, including marketing and facilitating
    • Liaise with and support schools in their ACT District Testing 
    • Train, register and monitor the TAIS ACT District Testing  schools in ACT District Testing 
  2. Purchasing Consortium Coordinator
    • Cultivate and maintain resources and relevant relationships for the purchasing consortium
    • Manage orders for subscriptions, including website support

TAIS Working Environment: The TAIS Associate Director will need to drive to professional development events across the state and occasionally for personal professional development out of state, at times requiring short overnight stays. Events will require some prolonged and irregular hours and will necessitate frequent standing, bending, stair-climbing, and walking as well as the ability to lift/move up to 25 pounds, all in a variety of weather conditions.