Job Description

Special Events Coordinator

$48,671.20 - $60,839.00

Job Summary

Under general supervision, the Special Events Coordinator is responsible for planning, coordinating, and implementing unique special events, activities, and programs for the Parks, Recreation and Culture department in the City of Arlington. Duties include but are not limited to providing administrative support such as planning, purchasing, budget reconciliation, and implementation of unique programs.

Essential Job Functions

• Plan, direct and coordinate all City-wide special events and recreational activities for all ages for the department including but not limited to the Entertainment District, recreation centers, parks, schools, and other facilities.
• Recruit, hire, train, supervise and evaluate all special event staff and volunteers that provides special event support services.
• Oversee complete customer functions regarding special events to include registrations, surveys, focus groups.
• Analyze all aspects and make recommendations for improvements to special events.
• Act as a contact for outside agencies for awareness packages (i.e. Arlington Convention & Visitors Bureau) and other groups to increase participation.
• Produce written marketing materials as they relate to special events, assist the Marketing Team with production of informational media.
• Develop an expense/revenue budget(s) based on business plans developed for program areas, track and monitor all expenditures monthly, monitor retention rates and evaluation scores and complete budget analysis reports on a quarterly basis.

Other Job Functions

• Coordinate all aspects of event services including computerized scheduling and data entry of event information, executing contracts, assessing, and collecting rental fees, drafting set-up plans (furniture, amenities, audio-visual aids, etc.), and arranging support staffing (security, stage techs).
• Supervise scheduled events, interpret and enforce policies and laws, and resolve problems and/or requests that arise.
• Assist in the oversight of the Mayors Youth Council.

Minimum Qualifications

Knowledge, Skills and Abilities Required:

• Knowledge of the techniques of supervision to plan, assign, coordinate, direct and monitor special events personnel and programs. Knowledge of marketing and promotional strategies.
• Knowledge of the standard operational procedures for special events and recreational activities.
• Knowledge of TABC laws and regulations.
• Knowledge of office and administrative practices and procedures.
• Knowledge and understanding of ADA (American with Disabilities Act) and its effects on special events.
• Skill with organization and attention to detail.
• Skill in using PC Software including current Microsoft Office Suite of applications.
• Skill in managing multiple tasks.
• Skill in computer software (i.e., Microsoft, Event Management system, Registration, Meeting space design tool, etc.)
• Skill in communicating professionally and tactfully with other city employees and the public by oral and written means.
• Ability to work within a set schedule.
• Ability to work independently under general instructions.
• Ability to understand mathematical calculations involving fractions, percentages, and decimals.
• Ability to respond to calls 24 hours a day, seven days a week.
• Ability to prioritize deadlines and tasks.
• Ability to prepare financial records, activity reports and annual budgets.
• Ability to plan, organize, monitor, and collaborate with internal and external stakeholders to accomplish unit objectives.
• Ability to perform a variety of physical skills including but not limited to filing, pulling, seeing, sorting, squatting, standing, stooping, twisting body, typing, walking, and writing.
• Ability to perform a variety of physical skills including but not limited to seeing, calculating, carrying, and entering data on PC.
• Ability to operate a variety of office equipment including but not limited to PC, telephone, calculator, scanner, and copier.
• Ability to operate a motorized vehicle with the general public in all conditions.
• Ability to lift or exert forces equivalent to lifting up to 100 pounds. Ability to work in an outdoor environment.
• Ability to learn new systems and procedures quickly.
• Ability to exercise discretion and independent judgment utilizing knowledge of the organization's policies.
• Ability to develop alternative solutions to problems, to evaluate course of action and reach appropriate decisions.
• Ability to understand concepts and perform calculations involving fractions, decimals, and percentages.
• Ability to communicate with city employees and the public by oral and written means.

Qualifying Education and Experience:

• Two (2) years of coursework in Hospitality, Recreation Administration, Business Management or related field.
• Two to three (2-3) years of experience in facility or program administration including supervision of staff.
• Possession a valid Texas Operator's License, Class C.
• Or an equivalent combination of education and/or experience totaling a minimum of 4-5 years total.

Pre-Employment Testing:

• Criminal background check
• Physical & Human Performance Evaluation (HPE)
• Motor Vehicle Review (MVR)
• Drug and Alcohol Screening

City of Arlington is an Equal Opportunity Employer.

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