Downtown Event Coordinator

The Position

The purpose of this classification is to perform special event coordination, project management, and marketing. This position is responsible for contributing to various aspects of the City's downtown special event and project development efforts. The incumbent will be responsible for event coordination and project oversight and will identify, develop, define, negotiate, and plan events and oversee applicable project development. Will also be responsible for building a networking relationship with local merchants and downtown business owners while expanding relationships with community partners to highlight the downtown and create a sense of place. The Downtown Event Coordinator will also be responsible for the development and marketing initiatives that employ business and operational strategies for the downtown.

Duties

The following duties are normal for this position. These are not to be construed as exclusive or all-inclusive. Other duties may be required and assigned.

Works closely with staff on communications that model and promote the mission, vision, and values of Downtown Albany. This position reports directly to the Downtown Manager.

Develops and manages events, programs, and projects that meet the objectives of the City of Albany's Downtown Department. The Downtown Event Coordinator is an advocate for the downtown and provides information to business owners, property owners, city officials and staff, and other interested persons.

Exhibits a positive and energetic source for long-term revitalization of Downtown Albany and supports the downtown program throughout the community by promoting excellence in good business practices.

Develops, plans, implements, and oversees designated downtown events, programs, and organizational gatherings. The Downtown Event Coordinator works closely with community partners such as the Convention & Visitor's Bureau; The venue management company; Albany State; Albany Technical College; the business community and other City and County departments. The incumbent will also be responsible for volunteer chairs and committee members to ensure that all events are delivered on time, within budget, and at the desired level of quality. This individual cultivates positive long-term relationships with all event stakeholders, especially committee members and sponsors, and seeks to improve event execution and revenues consistently.

Provides support to other community organizations events to help ensure their success, when requested by the organization.
Identifies or proposes potential business deals by contacting potential partners; discovers and explores opportunities.

Develops monthly and annual report of activities, successes, and future goals and initiatives.

Maintains knowledge about the four-point Main Street approach to downtown revitalization.
Produces detailed proposals for events (e.g., timelines, venues, suppliers, legal obligations, staffing, and budgets). Develops and manages event budgets; creates procedures for all major processes.

Administers events and activities in accordance with the policies, strategies, and mission of the Downtown and City. Creates opportunities to improve the event management experience and process.

Develops and manages event organization structure and procedures, motivation of volunteers, income and expenditures, community relations, service, and promotion.

Prepares and sends timely communications such as save-the-date notices and invitations and works with the City's Public Information Officer (PIO) department, media, and marketing vendors to develop advertising materials and marketing plans for downtown events.

Develops materials and works with Public Information Officer (PIO) staff to develop messaging, branding, and marketing materials, to include collateral, electronic, and social media promotions related to events.

Maintains continuity and consistency with the downtown's branding and reputation by standardizing event operational procedures.

Attends all events and acts as the key contact to ensure success.

Develops a strong media presence and enhances the downtown's web page and visibility with such social media sites as Facebook, Twitter, Instagram, Linked In, and others.

Strategizes, develops and executes, creates and shares a robust, strategy-driven master downtown events calendar on the website and social media outlets.

Participates in the overall engagement of the maintenance and beautification strategies of the downtown by supporting applicable operational practices and building a close networking relationships with the City's facilities department, public works, and other applicable partners or volunteers.

Assists in communications and outreach with Downtown Albany businesses to ensure appropriate information is disseminated to all constituents.

Assists with business retention, expansion, and recruitment, including providing information, expertise, and appropriate referrals to business owners, marketing Downtown Albany to outside businesses, working with developers and building owners to enhance the quality of retail and commercial space.

Generates reports, engage in general administrative work on an as needed basis.

Assists with negotiation and review of event contracts and agreements.

Organizes speakers; recruitment, talking points, bios, event information, profile pictures, uploading presentations, etc.

Prepares press releases for approval; coordinates with promoters and interested organizations; assists promoters with media advertising and makes recommendations regarding promotional concepts and advertising budget.

Processes a variety of documentation associated with downtown operations per established procedures and within designated timeframes; distributes documentation or maintains records.

Compiles and/or monitors various statistical data pertaining to downtown operations; performs research as needed; makes applicable calculations; analyzes trends; prepares or generates reports; maintains records.

Manages and coordinates downtown projects and activities as assigned.
Prepares various forms, reports, correspondence, rate studies, surveys, agendas, proposals, spreadsheets, budgets, or other documents as needed.

Operates a computer to enter, retrieve, review or modify data in computer database; verifies accuracy of entered data; makes corrections; uses knowledge of various software programs to operate a computer in an effective and efficient manner.

Assists small businesses by interacting effectively, professionally, and in high visibility situations with the public, explaining City policies and procedures.

Prepares short-term and long-term promotional event driven objectives and marketing strategies; uses social media marketing, branding, and other traditional and non- traditional methods to advertise programs.

Develops and implements a main street approach for the business and residential district, special events (including obtaining sponsorship and donors) to promote public awareness and use of commercial and residential districts.

Attends meetings; serves on committees as needed; may prepare agendas for committee and board meetings; may take dictation; reviews and/or transcribes meeting minutes.

Creates and maintains the accounting records using the QuickBooks and JD Edwards software. Reconcile all accounts as needed. Assist the accounting department in running and customizing reports that provide business analysis and results. Perform banking functions as required.

Meets regularly with business owners to answer questions, provides technical assistance, explains program information, and to resolve problems; assists with reviewing requests for funds; coordinates and facilitates training and orientation workshops.

Performs special assignments as directed; organizes and conducts special projects in support of small business development and Downtown Albany.

Compiles and/or tracks various administrative and/or statistical data pertaining to Downtown Albany, etc.; performs research as needed; makes applicable calculations; analyzes trends; prepares or generates reports; maintains records and drop-box account.

Manages content and flow of all outbound communications, including the web site, e-newsletter, social media channels, annual report, and print advertising.

Develops and oversees production and implementation of all marketing and special events and secure sponsorships and partnerships to offset costs and cross-promote.

Possess knowledge of QuickBooks, Oracle EnterpriseOne Accounting software; Microsoft Word, Excel, PowerPoint, Desktop Publishing, Adobe Photoshop Illustrator, Drop Box, Photography, and Acrobat.

Supervisory Responsibilities

This job has no supervisory responsibilities.

Minimum Qualifications

Qualifications To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education and/or Experience

Bachelor's degree in Business Management, Public Administration, Event Planning or closely related field required; Master's degree preferred; additionally, two or more years related experience and/or training preferred; or any equivalent combination of education, training, and experience which provides the requisite knowledge, skills, and abilities for this job.

Certificates, Licenses, Registrations

N/A

Core Competencies & ADA Compliance

To perform the job successfully, an individual should demonstrate the following competencies:

Use of Technology - Demonstrates required skills; adapts to new technologies; troubleshoots technological problems; uses technology to increase productivity; keeps technical skills up to date.

Job Knowledge - Competent in required job skills and knowledge; exhibits ability to learn and apply new skills; keeps abreast of current developments; requires minimal supervision; displays understanding of how job relates to others; uses resources effectively.

Continuous Learning - Assesses own strengths and weaknesses; seeks feedback to improve performance; pursues training and development opportunities; strives to continuously build knowledge and skills; shares expertise with others.

Analytical - Synthesizes complex or diverse information; collects and researches data; uses intuition and experience to complement data; designs work flows and procedures.

Design - Generates creative solutions; translates concepts and information into images; uses feedback to modify designs; applies design principles; demonstrates attention to detail.

Problem Solving - Identifies and resolves problems in a timely manner; gathers and analyzes information skillfully; develops alternative solutions; works well in group problem solving situations; uses reason even when dealing with emotional topics.

Project Management - Develops project plans; coordinates projects; communicates changes and progress; completes projects on time and budget; manages project team activities.

Managing Customer Focus - Promotes customer focus; establishes customer service standards; provides training in customer service delivery; monitors customer satisfaction; develops new approaches to meeting customer needs.

Cooperation - Establishes and maintains effective relations; exhibits tact and consideration; offers assistance and support to co-workers; works cooperatively in group situations; works actively to resolve conflicts.

Communications - Expresses ideas and thoughts verbally; expresses ideas and thoughts in written form; exhibits good listening and comprehension; keeps others adequately informed; selects and uses appropriate communication methods.

Customer Service - Manages difficult or emotional customer situations; responds promptly to customer needs; solicits customer feedback to improve service; responds to requests for service and assistance; meets commitments.

Oral Communication - Speaks clearly and persuasively in positive or negative situations; listens and gets clarification; responds well to questions; demonstrates group presentation skills; participates in meetings.

Teamwork - Balances team and individual responsibilities; exhibits objectivity and openness to others' views; gives and welcomes feedback; contributes to building a positive team spirit; puts success of team above own interests; able to build morale and group commitments to goals and objectives; supports everyone's efforts to succeed.

Written Communication - Writes clearly and informatively; edits work for spelling and grammar; varies writing style to meet needs; presents numerical data effectively; able to read and interpret written information.

Team Leadership - Fosters team cooperation; defines team roles and responsibilities; supports group problem solving; ensures progress toward goals; acknowledges team accomplishments.

Change Management - Develops workable implementation plans; communicates changes effectively; builds commitment and overcomes resistance; prepares and supports those affected by change; monitors transition and evaluates results.

Impact & Influence - Pursues and wins support for ideas; displays ability to influence key decision-makers; achieves win-win outcomes; uses authority appropriately to accomplish goals; addresses divergent opinions.

Conflict Resolution - Encourages open communications; confronts difficult situations; maintains objectivity; keeps emotions under control; uses negotiation skills to resolve conflicts.

Business Acumen - Understands business implications of decisions; displays orientation to profitability; demonstrates knowledge of market and competition; aligns work with strategic goals.

Cost Consciousness - Works within approved budget; develops and implements cost saving measures; contributes to profits and revenue; conserves organizational resources.

Diversity - Demonstrates knowledge of EEO policy; shows respect and sensitivity for cultural differences; educates others on the value of diversity; promotes a harassment-free environment; builds a diverse workforce.

Ethics - Treats people with respect; keeps commitments; inspires the trust of others; works with integrity and principles; upholds organizational values.

Organizational Support - Follows policies and procedures; completes administrative tasks correctly and on time; supports organization's goals and values; benefits organization through outside activities; supports affirmative action and respects diversity.

Strategic Thinking - Develops strategies to achieve organizational goals; understands organization's strengths & weaknesses; analyzes market and competition; identifies external threats and opportunities; adapts strategy to changing conditions.

Personal Appearance - Dresses appropriately for position; keeps self well groomed.

Achievement Focus - Sets and achieves challenging goals; demonstrates persistence and overcomes obstacles; measures self against standard of excellence; recognizes and acts on opportunities; takes calculated risks to accomplish goals.

Adaptability - Adapts to changes in the work environment; manages competing demands; changes approach or method to best fit the situation; able to deal with frequent change, delays, or unexpected events.

Attendance/Punctuality - Is consistently at work and on time; ensures work responsibilities are covered when absent; arrives at meetings and appointments on time.

Dependability - Follows instructions, responds to management direction; takes responsibility for own actions; keeps commitments; commits to long hours of work when necessary to reach goals; completes tasks on time or notifies appropriate person with an alternate plan.

Initiative - Volunteers readily; undertakes self-development activities; seeks increased responsibilities; takes independent actions and calculated risks; looks for and takes advantage of opportunities; asks for and offers help when needed.

Innovation - Displays original thinking and creativity; meets challenges with resourcefulness; generates suggestions for improving work; develops innovative approaches and ideas; presents ideas and information in a manner that gets others' attention.

Judgment - Displays willingness to make decisions; exhibits sound and accurate judgment; supports and explains reasoning for decisions; includes appropriate people in decision-making process; makes timely decisions.

Planning/Organizing - Prioritizes and plans work activities; uses time efficiently; plans for additional resources; sets goals and objectives; organizes or schedules other people and their tasks; develops realistic action plans.

Quality - Demonstrates accuracy and thoroughness; looks for ways to improve and promote quality; applies feedback to improve performance; monitors own work to ensure quality.

Quantity - Meets productivity standards; completes work in timely manner; strives to increase productivity; works quickly.

Safety and Security - Observes safety and security procedures; determines appropriate action beyond guidelines; reports potentially unsafe conditions; uses equipment and materials properly.

Language Skills

Ability to read, analyze, and interpret the most complex documents. Ability to respond effectively to the most sensitive inquiries or complaints. Ability to write speeches and articles using original or innovative techniques or style. Ability to make effective and persuasive speeches and presentations on controversial or complex topics to top management, public groups, and/or boards of directors.

Mathematical Skills

Ability to work with mathematical concepts such as probability and statistical inference, and fundamentals of plane and solid geometry and trigonometry. Ability to apply concepts such as fractions, percentages, ratios, and proportions to practical situations.

Reasoning Ability

Ability to define problems, collect data, establish facts, and draw valid conclusions. Ability to interpret an extensive variety of technical instructions in mathematical or diagram form and deal with several abstract and concrete variables.

Computer Skills

To perform this job successfully, an individual should have knowledge of QuickBooks, Oracle EnterpriseOne Accounting software; Word, Excel, PowerPoint, Desktop Publishing, Adobe Photoshop Illustrator, Drop Box, and Acrobat.

Physical Demands The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this Job, the employee is regularly required to talk or hear. The employee is frequently required to stand, walk, sit, and use hands to finger, handle, or feel. The employee is occasionally required to reach with hands and arms; climb or balance; stoop, kneel, crouch, or crawl and taste or smell. The employee must occasionally lift and/or move up to 50 pounds. Specific vision abilities required by this job include physical vision, close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus.

Work Environment The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this Job, the employee is frequently exposed to outside weather conditions. The employee is occasionally exposed to wet and/or humid conditions; moving mechanical parts; high, precarious places; fumes or airborne particles; extreme cold and extreme heat. The noise level in the work environment is usually moderate.

The City of Albany, Georgia is an Equal Opportunity Employer. In compliance with the Americans with Disabilities Act, the City of Albany, Georgia will provide reasonable accommodations to qualified individuals with disabilities and encourages both prospective and current employees to discuss potential accommodations with the employer.

Employer Paid: Vacation Pay, Sick Pay, Holiday Pay, Medical Insurance, Dental Insurance, Life Insurance, Defined Benefit Retirement Plan

Optional:Vision Insurance, Short Term Disability Insurance, Long Term Disability Insurance, 457(b) Plan

Whole Life Insurance, Critical illness Insurance, Discounted YMCA Membership