What are the responsibilities and job description for the Part Time Special Events Coordinator position at City of Elgin, IL?
CLASSIFICATION DESCRIPTION
The Special Events PT coordinators assist with a variety of duties during events throughout the year. These positions are designed to support the full-time staff by providing on-site event assistance, helping with event setup and teardown, and ensuring the overall success of each event. Additional tasks related to prop building, marketing assistance, communication follow-ups and more are all relevant to the role.
The ideal candidate will have strong organizational and technical skills, experience in event production, and be an exceptional communicator. The ideal candidate should be collaborative and supportive in nature, innovative and thoughtful with an eye always on the full experience of the audience member/artist/volunteer/vendor while being cognizant of limitations. This position will work with the DCASE and City of Elgin staff to further solidify Elgin’s reputation as a city of the arts.
GENERAL DEFINITION AND CONDITIONS OF WORK
Key Responsibilities:
General responsibilities include working and assisting with all aspects of event production. This may include anything from data entry to signage creation to vendor support and everything in between. Tasks may vary as the event needs change.
Event Setup & Teardown: Assist with the physical setup and breakdown of event spaces & layouts, including staging, signage, builds/props, and other equipment or decorations.- On-Site Event Assistance: Provide support to attendees, vendors, and participants during events, ensuring smooth operations and a positive experience for all.
- Logistical Support: Help with the coordination of supplies, materials, and equipment needed prior and/or during events. Monitor and report any issues or concerns to the event coordinator or manager.
- Event Enhancement: Assist in maintaining a professional and engaging atmosphere that reflects the city’s values and enhances the community experience during cultural and special events.
- Team Collaboration: Work closely with full-time staff, volunteers, and vendors to ensure event objectives are met and the city’s standards of service are upheld.
- Prop Build Assistance: Assist the Artistic Project Manager and other DCASE staff with any current prop builds or designs for upcoming events.
- Mandatory Events: Fourth of July Parade & Festival (July 4th), End of Summer Bash (August 9th), La Fiesta de Elgin (September 13th-14th), Nightmare on Chicago Street (October 25th), & Holiday Tree Lighting (November 29th). Attendance at these events is required.
- Rotating Events: Movies in the Park, Concerts in the Park, Movies on the Lawn, Co-Sponsored Events, and Hemmens Cultural Center Events. These events will be assigned based on availability.
- Other tasks as assigned.
This is medium work requiring the exertion of 50 pounds of force occasionally, up to 20 pounds of force frequently, and up to 10 pounds of force constantly to move objects, and some heavy work requiring the exertion of 100 pounds of force occasionally, up to 50 pounds of force frequently, and up to 20 pounds of force constantly to move objects; work requires climbing, balancing, stooping, crawling, reaching, standing, walking, pushing, pulling, lifting, grasping, and repetitive motions; vocal communication is required for expressing or exchanging ideas by means of the spoken word; hearing is required to perceive information at normal spoken word levels; visual acuity is required for depth perception, color perception, preparing and analyzing written or computer data, visual inspection involving small defects and/or small parts, use of measuring devices, assembly or fabrication of parts at or within arms-length, operation of machines, determining the accuracy and thoroughness of work, and observing general surroundings and activities; the worker is subject to inside and outside environmental conditions, noise, and hazards.
KNOWLEDGE, SKILLS AND ABILITIES
Prior experience in event planning, customer service, hospitality, or related fields; ability to establish and maintain effective working relationships with other employees and the general public. Experience will power tools and prop design desired but not required.
Skills:- Strong communication skills with the ability to interact with the public and team members in a positive, professional manner.
- Excellent written and verbal communication and interpersonal skills.
- Ability to work independently and within a team to perform multiple prioritized tasks.
- Detail-oriented with a strong ability to work under pressure to meet strict and fluid deadlines.
- Ability to work a flexible schedule, including weekends and extended hours when necessary.
- Comfortable with making changes on short notice.
- Strong proficiency in computer skills, including use of MS Office, BOX, Slack, etc.
- Superior customer service skills
- Flexibility to work evenings, weekends, and holidays based on event schedule.
- Ability to problem-solve quickly and remain calm under pressure in a fast-paced environment.
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Personal Characteristics:
- Positive attitude, strong work ethic, and a willingness to learn.
- Strong attention to detail and ability to follow instructions.
- Enthusiasm for arts, culture, and community engagement.
ADDITIONAL INFORMATION
- This is a part-time position with hours varying based on the event schedule (including evenings, weekends, and holidays).
- The position may require working outdoors and in varying weather conditions depending on the event location.
