GARRARD COUNTY SCHOOLS

Job Description

CLASS TITLE: PROM COORDINATOR   

REPORTS TO:  Principal 

EXEMPT STATUS: Exempt   

APPROVED: September 17, 2026 #213   

BASIC FUNCTION:  

To support the extracurricular programming of Garrard County High School by planning, organizing, and executing the annual Junior/Senior Prom. This position ensures a safe, high-quality, and financially responsible event that promotes school spirit and student engagement while adhering to all district and state financial regulations.

REPRESENTATIVE DUTIES:

• Select and secure an appropriate venue for the event, ensuring all contracts are reviewed according to district policy.
• Coordinate themes, decorations, and entertainment (DJ, photo booths, etc.) in collaboration with student committees.
• Manage catering arrangements and menu selection within the established budget.
• Establish a comprehensive timeline for the event, from initial planning to post-event breakdown.
• Develop and manage the annual prom budget in compliance with "Redbook" financial procedures.
• Oversee the sale of prom tickets and ensure all receipts are properly documented and "swept up" to district board accounts for stipend processing and vendor payments.
• Maintain accurate records of all expenditures and revenue, providing regular reports to the Director of Finance or Principal as requested.
• Recruit and facilitate a student prom committee to encourage student voice and leadership in the planning process.
• Establish clear expectations for student conduct and professionalism during planning meetings and the event itself.
• Coordinate the selection process for Prom King and Queen and other court recognitions.
• Organize and supervise event personnel, including faculty chaperones and security staff.
• Develop and communicate emergency protocols and guest check-in procedures.
• Serve as the primary on-site supervisor for the duration of the event.
• Ensure all event activities comply with district policies and safety guidelines.

KNOWLEDGE AND ABILITIES:

KNOWLEDGE OF:

• Methods, practices, and procedures of school district record management;
• Operation of manual and computer-assisted record management systems;
• Modern office practices, procedures, and techniques;
• Organization and planning methods, trends, techniques, and practices.

ABILITY TO:

• Read, interpret, and implement technical service manuals for the system.
• Maintain records related to work performed.
• Establish and maintain cooperative and effective working relationships with others. 
• Analyze situations accurately and adopt an effective course of action. 
• Work independently with little direction. 

PHYSICAL DEMANDS

• Work is performed while standing, sitting, and/or walking 
• Requires the ability to communicate effectively using speech, vision, and hearing 
• Requires the use of hands for simple grasping and fine manipulations 

Reasonable accommodation may be made to enable a person with a disability to perform the essential functions of the job.

REQUIREMENTS:

This is a supplemental position to be filled by a current employee.