Role

Balwyn High School (BHS) is a large, high‑performing Victorian government secondary school with a proud history of academic excellence, exceptional breadth and depth in programs (including one of Victoria’s strongest music programs), and an engaged multi‑generational community. In 2024, BHS celebrated its 70th anniversary, creating momentum to deepen alumni connections and better engage former students, families, and community partners in mentoring, events, and celebrating success stories.

The Alumni and Events Coordinator (AEC) builds and supports lifelong relationships between BHS and its alumni and the broader community. The AEC will further develop our contemporary alumni engagement program, coordinate signature school events, maintain the alumni database, and collaborate across the school to deliver high‑quality, safe, and inclusive experiences that reflect BHS values. The position supports community‑building, mentoring, careers pathways, communications, and community fundraising (e.g., building fund) under the direction of the Business Manager and Principal Team.

This role is a 0.6FTE position.

Key Responsibilities:

Alumni Engagement and Community Building

Design and deliver a multi‑year alumni engagement plan (channels, calendar, and measures of success) to grow alumni reach, relevance, and reciprocity.

Establish and manage alumni lifecycle touchpoints (e.g., Year 12 transition to alumni; milestone reunions; volunteer/mentor programs; alumni recognition and storytelling).

Coordinate reunions and class/community events (on‑site and off‑site), including venue, run‑sheets, suppliers, AV, risk management, compliance, and post‑event follow‑up.

Support alumni volunteering, mentoring, guest speaking, and student pathway initiatives in partnership with Careers and Pathways and Learning Areas.

Develop an alumni ambassador’s model where appropriate (based on geography, cohort, or areas of interest).

Events Coordination

Project‑manage key BHS community events (e.g., Presentation Night, Open Day/Information Sessions, milestone celebrations, Principal/School Council community forums) in collaboration with relevant leads.

Produce event documentation: critical path, budgets, run‑sheets, staffing rosters, risk assessments, contractor briefings, approvals, and post‑event evaluations.

Liaise with internal teams (Facilities, AV/IT, Music, Admin) and external partners (venues, hirers, council, suppliers).

Ensure events are inclusive, accessible, and compliant with Child Safe Standards and OHS requirements.

Communications and Marketing

Curate alumni content for BHS communication channels (website, social media, The Lion newsletter, Alumni Newsletter, Buchanan yearbook, digital signage) including interviews, profiles, and impactful stories.

Maintain a consistent visual and editorial standard aligned to BHS style and values; coordinate photography/videography as required.

Plan and deliver direct email and social media campaigns to grow reach and engagement.

Manage RSVP and feedback workflows for scheduled events.

Data, CRM and Insights

Establish and maintain a secure, privacy‑compliant alumni database/Customer Relationship Management (CRM) system; lead data improvement (deduplication, data integrity, reach, contactability, and rates of engagement).

Implement data capture across the student journey (e.g., Year 12 exit), event registrations, and website forms; manage consent preferences.

Generate reports and insights on engagement metrics and participation to inform decision‑making.

Partnerships, Sponsorship and Philanthropy Support

In collaboration with the Business Manager and Principal Team, support community fundraising initiatives (e.g., Aim High Building Fund) through targeted alumni communications, stewardship events, and impact reporting.

Coordinate in‑kind sponsorships for events (catering, prizes, venues) under BHS procurement and conflict‑of‑interest guidelines.

Applicants should register and apply via School Jobs Vic: https://www.vic.gov.au/school-jobs - job #1494294

Information about Balwyn High School, its ethos, programs, the Strategic Plan, Vision, Values and Mission Statement can be obtained at our website: https://www.balwynhs.vic.edu.au/

Applications close at midnight on Sunday 5th October.

Instructions

Applicants are free to structure applications in any manner they choose, but must ensure that the following are included:

a specific response to each of the selection criteria. It is suggested that applicants limit their response to not more than 3 pages.

the names and contact details of up to three referees who can provide information in relation to the key selection criteria.

Key Selection Criteria

Applicants must address the following criteria:

1. Alumni/Community Engagement

Proven experience delivering alumni/community engagement or member‑based programs with measurable outcomes in education, NFP, or related sectors.

2. Events Management

Demonstrated capability to scope, budget, coordinate, and evaluate events of varied scale, including risk management, accessibility, and OHS.

3. Communications and Storytelling

Excellent written, visual, and digital communication skills; ability to produce compelling content aligned with brand and values.

4. CRM and Data Literacy

Experience with CRM/database platforms, list management, segmentation, and analytics; strong attention to detail and privacy compliance.

5. Stakeholder Management

Collaborative, service‑oriented approach with the ability to engage diplomatically with alumni, families, staff, students, suppliers, and community partners.

Desirable

Tertiary qualifications in communications, marketing, event management, community development, or related fields

Experience in educational settings and familiarity with Department of Education policies and systems.

Additional Requirement

The role requires some availability for after-hours work, and flexibility with working days to support school and alumni events. Additional availability in the lead up to major events may also be required (Time in Lieu will apply, as per the VGSA 2022).

Why Join Us?

Collaborative Culture: Work within a dynamic and supportive team at Victoria’s leading public school.

Convenience: Onsite parking and access to a canteen at a non-CBD location.

Community Impact: Contribute to the success of over 2,500 students and staff.

10 weeks of paid annual leave during Victorian school holiday breaks.

Requirement:

Current Employee Working with Children Check (WWCC)