Application window has closed. Assists coordination of special events to generate funds, attendance, increase membership, volunteers, and/or clients for the organization. Assists with budget planning, booking event services and permits for food, entertainment, supplies and equipment; solicits donations, volunteers, sponsors, and participation; assists with planning and organizing ticket sales; attends events to resolve problems, coordinate activities, and ensure the event runs smoothly; works with and coordinates activities/responsibilities of event committee members; maintains event donor, volunteer, sponsor, and participant databases and records.
TITLE: SPECIAL EVENTS COORDINATOR
REPORTS TO: EXECUTIVE DIRECTOR
SUPERVISION RECEIVED AND EXERCISED:
General supervision is provided by a higher level position, usually the Development Director or Executive Director.
ESSENTIAL DUTIES AND RESPONSIBILITIES:
EXAMPLES OF DUTIES
Depending upon assignment, duties may include but are not limited to, the following:
- Plan and direct events as assigned by supervisor.
- Coordinate and book food, entertainment, supplies and equipment as needed, including the coordination/booking of vendors providing these services.
- Assist with event budgets and budget performance, calendars and timelines.
- Solicit and coordinate donations, volunteers, sponsors, and participation.
- Coordinate activities/responsibilities of and work with event committee members.
- Procure and administer permits, service contracts, and compliance related activities.
- Plans and organizes ticket sales and admission processes.
- Attend events to ensure the event runs smoothly; monitor events in progress.
- Coordinates the maintenance of event donor, volunteer, and participant databases and event records; prepare related reports and correspondence.
- Identify, adhere to, and enforce health, safety, and other regulations.
- Maintain confidentiality, especially related to sensitive organizational, customer, and other generally private information.
- Proactively use commonly accepted practices that conserve energy and promote environmental conservation.
- Perform related duties as assigned.
- Principles and techniques used in planning, coordinating, and servicing a variety of event types and attendees.
- Health, fire, and safety codes and emergency procedures affecting the use of public events facilities/grounds.
- Security, concession, service, and operations needs associated with events.
- Computers and common software packages, including electronic communication devices.
- Supervisory and customer service techniques.
- Anticipate, schedule, and coordinate equipment, operations, volunteers and event staff, and services for individual events and for multiple events in various stages of planning and execution.
- Identify and anticipate event problems and take effective course of action.
- Record, organize, and file relevant information and data.
- Respond to public inquiries and complaints in an effective and tactful manner.
- Determine appropriate rates of services, entertainment, equipment and supplies.
- Direct the work of others.
- Establish and maintain effective relationships with those contacted in the course of work.
- Work under time pressure.
- Work long hours, including but not limited to nights, weekends, early mornings, and overtime.
EXPERIENCE AND EDUCATION:
Two years of responsible experience in planning and administration of a variety of events or project management in a large recreational, entertainment, or similar public use facility or grounds.
Education: Two years of college or business school. Experience can substitute for the education on a year-for-year basis.
Possession of a valid California Class C Driver’s License at the time of appointment. Loss of the Class C License is cause for discipline. Individuals who do not meet this requirement due to physical disability will be reviewed on a case-by-case bases.
- Standing: up to 1/3 of working time during events;
- Walking: up to 1/3 of working time during events;
- Sitting: 1/3 to 2/3 of working time;
- Talking and hearing: over 2/3 of working time;
- Using hands to finger, handle, and feel: over 2/3 of working time;
- Climbing /balancing: up to 1/3 of working time;
- Stooping, kneeling, crouching, crawling: up 1/3 of working time;
- Reaching with hands and arms: up to 2/3 of working time;
- Lifting up to 25 lbs: 1/3 to 2/3 of working time;
- Lifting over 25 lbs: up to 1/3 of working time; and
- Using close vision and adjusting focus (for reading and writing): over 2/3 of working time.
- Analytical skills (analyzing information: calculating, comparing, editing, evaluating, interpreting, organizing);
- Understanding/interpreting written information (e.g. written documents);
- Understanding/interpreting other visual information (e.g. maps, diagrams);
- Understanding/interpreting oral information (e.g. spoken questions, directions);
- Communicating information to others in writing (e.g. documenting information);
- Communicating information to others verbally (e.g. conversing, explaining);
- Problem solving: technical issues, budget issues, public relations;
- Planning skills (e.g. identifying the issue, creating a plan, communicating it to others, reporting on results);
- Coordinating and directing the work of other employees;
- Ongoing decision making;
- Concentrating and focusing on tasks despite interruptions;
- Monitoring/taking responsibility for facilities, property and operations;
- Basic mathematical skills to handle financial responsibilities; and
- Emotional/psychological factors:
- coping with stressful situations (e.g. regularly working under time pressure)
- handling difficult public contacts (e.g. angry client)
- concentration (e.g. constant flow of distractions, multi-tasking)
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