Special Events Coordinator

JOB SUMMARY

Under general supervision, the Special Events Coordinator monitors Special Event activities within the City; acts as a liaison to local groups, supporting agencies, business, and other organizations; maintains and provides information to the public. Ensures that all City requirements in the Special Events permit are fully complied with.

The Special Events Coordinator works mostly during nights and weekends. The working hours are variable and fluctuate throughout the year. This position is responsible for coordinating and organizing city events. The employee is required to work with limited supervision and use independent judgement.

ILLUSTRATIVE JOB DUTIES AND RESPONSIBILITES

• Review event proposals
• Coordinates and facilitates Special Events for the city.
• Coordinate activities of project personnel to ensure events progress on schedule.
• Confers with personnel to provide technical advice and resolve problems.
• Coordinates project activities with other departments and agencies.
• Acts as a liaison between city departments, business owners, and vendors in the coordination of Special Events.
• Provides advice and consultation on logistics, infrastructure, and municipal services to outside event organizers.
• Ensures that all City rules and requirements including those identified in the Special Events permit are complied with.
• Coordinates site visits to proposed event locations.
• Establishes a positive working relationship with representatives of local community organizations, non-profit groups, clubs, businesses, state/local agencies, City management, staff, and the public.
• Prepares conditions of approval for event activities
• Coordinates and schedules meetings with event sponsors.
• Coordinates the work activities of employees.
• Performs other job-related duties as assigned.

QUALIFICATIONS

The following generally describes the knowledge and ability required to enter the job and/or be learned within a short period of time in order to successfully perform the assigned duties.

Knowledge of:

• Knowledge of design principles
• Knowledge of municipal government operations
• Knowledge of event planning methods and principles
• Knowledge of applicable computer application software including word processing, desktop publishing, and spreadsheets.

Ability to:

• Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals.
• Ability to write routine reports.
• Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form.
• Ability to deal with problems involving several concrete variables in standardized situations.
• Must have planning and organizational skills.
• Ability to prioritize, organize, and manage multiple simultaneous projects.
• Ability to prepare clear and concise reports, including oral, written, and audio/visual presentations.
• Ability to apply independent judgment, personal discretion, and resourcefulness in interpreting and applying guidelines.
• Ability to communicate effectively with a variety of individuals and establish and maintain effective working relationships with the both the public and other City employees.
• Work requires regular physical presence at the job site to perform job duties. Must be available to work flexible hours on a regular basis, which includes weekends.

MIMIMUM JOB REQUIREMENTS

• High School Diploma or equivalent.
• Any combination of education and experience that has provided the knowledge, skills and abilities necessary for a Special Events Coordinator. Possession of equivalent of five (5) years of responsible duties in recreation and progressive experience coordinating Special Events of a significant scale preferred.
• Some experience in the supervision of others is desirable.
• Must possess and maintain a valid Michigan driver's license