Special Events Coordinator

June 25, 2019 1:19 PM | Anonymous member (Administrator)

Organization: MetroParks of Butler County

Summary: Manages, plans, coordinates and implements MetroParks of Butler County special programs and special events throughout the park system under the direction of Supervisor of Community and Park Connections. Seeks donations, sponsorships and funding sources for events and projects.

Characteristic Duties and Responsibilities – Essential Functions:

  • Organizes, develops budgets for, and implements educational, recreational programs and special events throughout MetroParks including, but not limited to concerts, festivals, living history events and art shows.
  • Creates new programs and events themed within the mission of MetroParks.
  • Maintains responsibility for quality, coordination and organization of event programming.
  • Manages costs and pursues financially viable, revenue producing performance by seeking and securing additional funding sources for events, projects, and programming outside of the general fund. This would include donations, sponsorships and gifts.
  • Collaborates and works cooperatively with other department staff and volunteers to plan and implement events. Maintains and promotes good working relationships with staff and volunteers.
  • Schedules and mediates planning meetings for programs and events.
  • Responsible for obtaining permits, licensing, contract with providers, payments, purchase orders and other paperwork related to special events. Books and evaluates outside entertainment, contractual personnel and vendors.
  • Creates promotional materials and develops a marketing strategy for events, such as press releases, flyers, posters, program guides and social media.
  • Creates status reports for supervisor advising of any significant issues or problems.
  • Proposes annual budgets covering special events, projects and programming.
  • Operates motor vehicles on behalf of the employer and common office, electronic, and other equipment.
  • Follows applicable MetroParks policies in Employee Handbook and other policies adopted by the Board of Park Commissioners.
  • Performs other duties as assigned.

Required Knowledge, Skills, and Abilities:

  • Ability to work unsupervised, to organize, coordinate, prioritize and self-initiate. Ability to manage multiple administrative details and physical logistics of events.
  • Knowledge of event planning, park programs and activities, public relations, the entertainment industry, as well as community and guest demographics.
  • Ability to use computer and other common office equipment to efficiently and accurately perform or facilitate the performance of assigned tasks.
  • The physical ability to perform labor and the tasks noted above is required of this position as well as possession of the ability to effectively, efficiently, and safely complete assigned tasks in a timely manner.
  • Ability to effectively and appropriately deal with confidential information.
  • Must be able to communicate and deal tactfully and in a timely and effective manner with superiors, subordinates, co-workers, and the general public.
  • Ability to maintain confidentially on sensitive issues and non-public records.
  • Ability to maintain a professional, cooperative working relationship with other staff members, volunteers and the staff of other agencies.

Required Education and Experience:

  • A minimum of a high school diploma or G.E.D. is required. An associate degree from an accredited college or university in Recreation, Leisure Studies or closely related field and 1-3 years progressively responsible experience in special event planning, organizing and implementation is preferred.
  • An appropriate combination of education, training, course work and experience to demonstrate required knowledge, skills, and abilities will be considered.
  • Above average skill in written and oral communications.
  • Skilled in the use of common office software (word processing, spreadsheets, desktop publishing, PowerPoint, etc.), general office equipment and event technological needs.
  • Skilled in speaking effectively before groups.
  • Demonstrates success in negotiating contracts and coordinating and/or collaborating with performers, vendors and others.
  • Current basic first aid and CPR certifications or the ability to obtain these certifications within 4 months of assumption of position.
  • A valid driver’s license with an acceptable motor vehicle record allowing insurability by the MetroParks’ current vehicle insurance carrier under existing coverage provisions at the time of employment and thereafter. A candidate for employment may not have more than 4 total points (or equivalent penalty) issued by a recognized governmental licensing authority as a result of driving-related violations on his/her driving record at the time of employment.
  • Good character with no history of serious criminal activity (felony convictions).
  • The position requires a high-level of dependability and a commitment to quality to ensure a positive park visitor/customer experience.

Work Environment & Schedule:

This is a part-time position in which the employee must remain available to work a flexible schedule that will include evenings, weekends and holidays. Ability to work effectively outdoors in all regular weather and climatic conditions is also required.

Physical Demands:

  • Good physical condition and general good health allowing performance of light to moderate physical labor.
  • Ability to perform physical requirements of the position such as carrying items, standing, crouching, climbing, lifting, etc.
  • The position functions and responsibilities are illustrative only and do not represent all the duties or tasks to be assigned or performed by an employee with this position title.
  • Alternates to the above qualifications may be acceptable as approved by the Executive Director.

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