Events and Community Engagement Coordinator

Description

Summary 

The Events and Community Engagement Coordinator is responsible for the planning, executing and evaluation of all District-wide Special Events and Showmobile rentals. These multifaceted events encompass a diverse spectrum, ranging from concerts and festivals to community gatherings.  The Events and Community Engagement Coordinator works closely with the Recreation Services Manager to develop and manage budgets, coordinate with vendors and staff. 

Qualifications 

• Bachelor's degree in hospitality management, Marketing, or related field, or four (4) years’ experience in the field. 
• At least three (3) years of proven, successful experience in event planning or a similar field. 
• Demonstrated skill in leading, supervising, and coordinating staff members or volunteers. 
• Exceptional planning and organizational skills, with a track record of successfully coordinating and executing events of varying sizes and complexities. 
• Proven capability in promoting programs or events through diverse marketing channels. 
• Experience understanding and executing vendor agreements and contract preferred. 
• Effective communication skills, both written and verbal, with the capacity to convey information clearly, concisely, and persuasively to diverse audiences. 
• Strong background in delivering exceptional customer service and cultivating positive customer relationships. 
• Proven ability to effectively identify and resolve complex problems using analytical and creative problem-solving skills. 
• Computer skills in Microsoft Windows and Microsoft Office Suite or similar programs. 
• Demonstrated ability to organize, budget, plan, and implement projects with multiple deadlines. 
• Valid driver’s license with clean driving record. 

Supervision 

The Events and Community Engagement Coordinator is responsible to the Recreation Services Manager.  The Special Events Coordinator will oversee part-time staff and volunteers.  

Classification 

• Exempt, salary 
• Full-Time 

Training – Can be obtained through Champaign Park District  

• First Aid, AED, and CPR Certification 
• Heads Up Concussion training 
• Harassment prevention training 
• Bloodborne pathogen training 
• Recreation software system training 
• HR Software Training 
• Driver training and test 
• Facility training 

Essential Functions 

• Follow all Champaign Park District safety policies and perform all work in a manner that ensures the safety of the public, fellow employees, and themselves 
• Demonstrate a high level of professionalism and discretion in all interactions, including maintaining strict confidentiality regarding staff information, communications from supervisors, and conversations with parents or patrons. Uphold the Park District’s policies and standards for data privacy and confidentiality at all times. 
• Oversee, direct, and evaluate all district-wide special events and Showmobile rentals, ensuring seamless execution. 
• Manage all aspects of event planning, including logistics, vendor coordination, and scheduling. 
• Ensure events and Showmobile rentals align with the park district’s mission and goals. 
• Develop and execute comprehensive event plans for a wide range of events (concerts, festivals, community gatherings, etc.). 
• Take responsibility for managing event budgets, monitoring expenditures, and ensuring cost-effective planning. 
• Work cooperatively with the Youth and Teen Program Manager to promote programs to diverse and underrepresented community groups. 
• Ensure that programs are accessible to all, especially targeting outreach to populations that may not traditionally participate in recreational programs. 
• Coordinate outreach activities and community engagement events that increase participation in park district programs. 
• Build and maintain relationships with community leaders and local organizations to foster inclusivity. 
• Supervise part-time staff and volunteers, providing training and support to ensure the successful execution of events. 
• Develop volunteer training materials and support program volunteers in event management. 
• Organize and schedule staff and volunteers, ensuring adequate coverage for all events and programs. 
• Collaborate with the marketing team to develop and execute event promotions, increasing attendance and engagement. 
• Manage social media and other promotional efforts to engage the community. 
• Act as the point of contact for community inquiries related to events and programs. 
• Conduct post-event evaluations to assess event success, gather feedback, and use insights to improve future events. 
• Provide reports to the Recreation Services Manager and other relevant departments on event performance, budget, and community engagement. 
• Work with event sponsors at events, ensure signage is correct and properly displayed and maintain a positive relationship. 
• Ensure the safety and compliance of all events by creating and maintaining safety plans for each event. 
• Address any issues that arise during events promptly, ensuring the safety of participants and staff. 
• Maintain effective relationships with local vendors, sponsors, and community organizations. 
• Comply with equal opportunity and harassment laws, policies and procedures 
• Other duties as assigned. 

Physiological Considerations 

• Extensive utilization of computer systems and equipment. 
• The position may require flexibility in work hours, including occasional evenings or weekends, to accommodate facility needs or special events. 
• Must be able to lift supplies and equipment (approximately up to 50 pounds) when needed. 

Environmental Considerations 

• The role may involve working in a shared office environment, requiring comfort and proficiency in an office setting for administrative tasks and coordination. 
• The position may require exposure to various weather conditions, including rain, wind, snow, and extreme temperatures. Adaptability to outdoor conditions is essential, especially when inspecting facilities or overseeing outdoor events. 

The Champaign Park District is an equal opportunity employer and does not discriminate on the basis of race, color, religion, sex, national origin, age, disability, sexual orientation, gender identity, or veteran status. We are committed to providing a workplace that is free from discrimination and harassment of any kind. All employees are required to comply with our equal opportunity and harassment laws, policies, and procedures. 

Qualifications

Benefits 

• Health Insurance: 
  • Provider: Blue Cross Blue Shield of IL 
    • 3 options Platinum, Gold and HSA
  • The Park District pays 100% of full-time employee-only health insurance of the Gold and HSA plan and 40% of dependent care 
• Dental: 
  • Provider: Kansas City Life 
  • The District pays 100% of full-time employee-only standard dental insurance 
  • There is a second option to buy up for more coverage in with the employee will contribute to 
• Vision 
  • Available to staff, paid by the employee 
• Basic Term Life and AD&D 
  • 1.5 times annual wages 
  • $0.00 paid by the employee, voluntary additional life insurance for employee, spouse and children are available, paid for by the employee 
• Flexible Spending Account 
  • Medical Plan 
  • Dependent Care Plan 
• Employee Assistance Program 
  • 100% pay the Park District 
• Disability Policy 
  • IMRF disability is available after 30 days at 50% of salary. The employee must be employed 1 year before being eligible 
• Retirement options: 
  • IMRF Pension (employer contributes) 
  • ICMA 457 Plan 
  • ICMA Roth IRA 
• Expense Reimbursement 
  • $100 annually for garments, steel toe boots, fitness, etc. 
• Vacation Time 
  • Twelve (12) days for the first four (4) years with an increasing accrual provided to employees. Employees can accrue up to 240 hours 
• Sick Leave 
  • One sick day per month accrued provided to employees 
• Holidays 
  • Ten (10) holidays per year provided to employees 
• Personal Days 
  • Two (2) personal days per year are provided to employees. Must be used in the fiscal year 
• Free Membership 
  • The Park District pays for employee only membership to the following places, upon request. 
  • Leonhard Recreation Cener, Sholem Aquatics Center, Martens Center, Bark District 

Salary : $47,000 - $56,000