Special Event Coordinator

Description/Distinguishing Features

Performs general administrative varied and specialized secretarial and technical duties for the Parks & Recreation Department; performs related work as required. Performs a variety of work organizing, planning, and coordinating customer-initiated special events occurring in the city. The employee in this position is responsible for the processing and tracking of data and documents associated with customer-initiated (external) and department-initiated (internal) special events; creates correspondence and provides administrative staff support. Develops rental contracts for park reservations and accepts payment and processes accordingly. Plans, organizes, executes, and evaluates internal special events and programs.

Examples of Duties

Performs receptionist and cash-handling duties

Provides administrative support for the Parks & Recreation Department including assistance with park and facility reservations; recreation program/class registration

Tracks all reservations utilizing Parks & Recreation software; prepares correspondence.

Serves as backup to the secretary to PRAB board.

Coordinates all aspects of customer-initiated special events for the city, including acting as the liaison between all City departments involved in the delivery of services for special events

Provides and collects accurate information from appropriate City staff in order to bill event organizers and community organizations for use of City resources

Prepares Park and facility use reports and other reports as necessary

Works with citizens to provide information and communicate venue options for a variety of events

Works with City Manager's Office to provide current event information for promotional purposes.

Conducts a variety of Parks and Recreation program activities and events for youth, families, and teens, including some evenings and weekends.

Communicates with media outlets as necessary for promotion and marketing of events and programs.

Coordinates and runs programs and events at schools, in the parks, at the Youth Development Center or other community facilities

Coordinates, promotes, and oversees on-site management of special events

Assists in hiring, training and placement of temporary employees and volunteers

Distributes program promotional material and utilizes social media for promoting programs and special events

Involves self with community agencies related to Parks and Recreation programming

Develops partnerships for programs and special events\

Develops and maintain relationships with schools and Neighborhood Associations

Attends meetings and acts as a liaison between the Parks and Recreation Department, schools, neighborhoods, organizations, along with current and potential programming partners

Essential Qualifications

Bachelor's Degree from an accredited institution.

Minimum of one year of experience in recreation/sport management.

Minimum of one year in recruiting and managing volunteer staff.

Acceptable Training and Experience

Considerable knowledge of office procedures, including ability to maintain complex records and prepare reports

Demonstrated strong typing skills

Considerable familiarity with special event processes and terminology

Proven ability to create impactful business-related communications

Strong organizational and time-management skills

Attention to detail and ability to multi-task and carry out complex planning duties

Proven track record of success in coordinating activities across multiple contributors and functions

Strong collaboration skills and demonstrated ability to build positive working relationships with internal and external customers

Familiarity with special-event logistics and data-retention procedures

Proficiency in Microsoft Word, Excel and Outlook, and ability to update department website and coordinate social media campaignsThe City of Kalamazoo is an Equal Opportunity Employer. We are committed to creating a diverse, equitable and inclusive organization where different perspectives and experiences are welcomed and encouraged. Studies have shown that women and people of color, are less likely to apply for jobs unless they meet all of the qualifications listed. The City of Kalamazoo is most interested in finding the best candidate for the job, and that candidate may be one from a less traditional background. If you have transferable experience, please tell us about it. This approach will give each current and potential employee the opportunity to learn, grow and contribute to the City of Kalamazoo.