Event Coordinator (5K Race)

Job Description

Position Title: 5K Event Coordinator

Reports to: Executive Director

Classification: Non-exempt, 24 hours/week

Location: Kalamazoo, MI

Who We Are:

Girls on the Run is an after-school program that inspires all participants (3rdthrough 5thgrade) to build their confidence, kindness, and decision-making skills. Girls on the Run provides a safe and interactive way to learn about healthy living including introductions and education on important topics like goal setting, cooperation, healthy decision-making, and self-respect. The innovative curriculum gives participants an opportunity to listen and open while encouraging them to commit to a healthy lifestyle and harness their inner strengths.

Why Work for Girls on the Run?
This is an opportunity to work with mission driven and passionate co-workers. We are a stable non-profit organization that has serviced the community for over 20 years. Everyone is encouraged to bring their whole self to work! We offer:

• An organizational culture where everyone matters and promotes trust and collaboration.
• An organization focused on People, Passion, Purpose, and Progress.
• Competitive pay, paid holidays, and personal days.
• A record of strong financial performance and history of being actively involved in local communities.
• Flexible work schedule option.
• Reduced summer schedule.
• Mileage reimbursement.
• After 90 days work a day a week remotely

Who We Serve:

Girls on the Run Greater Kalamazoo serves more than 1,000 participants across Kalamazoo and Allegan counties, Mattawan (Van Buren County) and Athens Area Schools (Calhoun County). Historically we have served more than 33,000 girls since 2002.

What You Will Do:

The GOTR 5K Coordinator oversees the Girls on the Run 5K event, serving as the lead staff member working with the GOTR Executive Director and other staff, volunteer GOTR 5K Committee, event host site, and various vendors to plan and execute this annual event. The GOTR 5K Coordinator also offers additional support across the organization as needed (program, development, and administrative support).

Duties and Responsibilities Job descriptions do not typically include every duty or responsibility that a person in the role may be asked to perform. The following is a thoughtful list based on needs.

• LOGISTICS:
• Solidify the date, time, and location of events and secure approval of necessary city permits.
• Assist development specialist in securing sponsors for GOTR 5K – specifically in-kind and/or cash; track donors in donor database and ensure proper recognition is given.
• Recruit, train, and retain qualified GOTR 5K Committee members.
• Adhere to the 5K safety and communication plan.
• Oversee placement of volunteers (Girls on the Run of Greater Kalamazoo will conduct background checks)
• Collaborate with staff to order materials that come from specified vendors (e.g. medals, bibs, temporary tattoos, etc.)
• Collaborate with Girls on the Run of Greater Kalamazoo 5K committee to ensure other materials are secured (refreshments, barricades, port-o-lets, radios, speaker system, folding tables, directional signs, etc.)
• Create clear online event registration forms.
• Oversee course set-up on 5K days.

• REPORTING:
• Collaborate to track event statistics for the day (participants, volunteers, etc.) Oversee parent/caregiver evaluation/surveys.
• Ensure all 5k materials are inventoried and returned to storage (or ready for the next event).
• Create, update, and run reports as needed within our CRM system known as Pinwheel.
• Recruit volunteers including maintaining a database of interested volunteers and connecting them to specific roles.

• COMMUNICATIONS:
• Manage family related communications.
• Partner with other Girls on the Run staff to ensure effective 5K-related communication occurs with Girls on the Run Program Coaches, Site Liaisons, families, and other stakeholders.
• Collaborate and communicate effectively with community partners, donors, site contact, governmental agencies, and vendors to coordinate the Girls on the Run 5K event.
• Collaborate with GOTR Marketing specialist on all marketing needs for the 5K event, including the preparation of any necessary print and digital materials.
• Attend GOTR 5K Committee meetings (evening meetings required) and provide positive leadership.
• Collaborate with staff to express gratitude for all 5K committee members, volunteers, vendors, etc.

Qualifications

Required

• Bachelor’s degree or equivalent as well as 1-3 years of professional work experience in program and event planning in a nonprofit environment.
• Knowledge and strong support of the Girls on the Run mission.
• Experience planning large events.
• Excellent project management, communication, and collaboration skills.
• Ability to lead with energy, enthusiasm, and a positive attitude even under stress.
• Ability to inspire key volunteers to produce high quality work.
• Flexible and adaptable.
• Proficiency with technology including Microsoft 365, Google Suite, and Survey Monkey.
• Excellent problem solving, organizational and critical thinking skills.
• Understand and embraces diversity and inclusiveness in thought, words, and actions.
• Understand and embrace a healthy lifestyle in thought, word, and actions.
• Ability to learn new software.
• Demonstrate discretion and maintain confidentiality.
• Ability to drive within assigned territory within the greater Kalamazoo area with a personal vehicle and valid driver’s license.

Preferred

• Girls on the Run experience
• Race planning experience.
• Experience with youth and/or schools.

Physical Demands

• Must be able to push, pull, move, sit, or stand for long periods of time.
• Must be able to be on the phone for long periods of time.
• Lift up to 20-30 pounds as needed if helping with special events.

AAP/EEO Statement
Girls on the Run Greater Kalamazoo provides equal employment opportunity to all qualified employees/applicants, without regard to race, color, religion, sex, sexual orientation, gender identity, age, national origin, citizenship status, disability, veteran status, genetic information, or any other legally protected category.

Compensation and Hours: Monday - Thursday, 9am – 3pm $19/hr. Expected to be on-call on-site/remotely evenings (3pm – 6pm) during the season (March – May). This is a part-time position working 20-24 hours per week on average, mid-October - through mid-June.

Application Process: Interested candidates must submit a resume electronically. A cover letter is highly recommended but optional. All job offers extended from Girls on the Run are conditional pending a valid background check.

Job Type: Part-time

Pay: From $19.00 per hour

Expected hours: 20 – 24 per week

Benefits:

• Flexible schedule
• Paid time off

Schedule:

• Day shift

Ability to Relocate:

• Kalamazoo, MI 49001: Relocate before starting work (Required)

Work Location: Hybrid remote in Kalamazoo, MI 49001