Event Scheduling Coordinator

Full Salary Ranges: $19.57 - $25.48 Hourly

Anticipated Hiring Ranges: $19.57 - $22.52 Hourly

Why do I see two salary ranges?

The City of Greeley in compliance with Colorado state law, includes a salary range for all positions posted.  This law is intended to improve wage transparency.  The City of Greeley, in support of wage transparency posts both the full salary range for each position (what you might anticipate your earnings could be if you work for the City of Greeley for some time), as well as the anticipated hiring range (the range within which the City anticipates making an offer).  The actual offer extended will be based on your years of relevant experience, education, certifications and potentially other factors.  

City of Greeley's Total Rewards

The City of Greeley is proud to offer a robust benefits package in addition to your wages.  This package includes health and wellness, retirement savings, discounted access to Greeley facilities and more. 

Benefits: This position is benefits eligible. Please view our benefits guide here.

Job Summary

The Event Scheduling Coordinator at Island Grove Regional Park will play a critical role in ensuring the smooth planning and execution of events. This position will be responsible for managing event bookings, coordinating event logistics, processing invoices, and maintaining office supplies. The ideal candidate will have strong organizational and communication skills and the ability to handle multiple responsibilities efficiently.

Experience, Knowledge, Skills

Minimum Requirements

• High school diploma or equivalent 
• Minimum of 2 years of experience in event planning, scheduling, or administrative roles.

OR

• Any combination of related education, experience, certifications and licenses that will result in a candidate successfully performing the essential functions of the job, AND Possession of a valid driver’s license.

Preferred

• Associate or bachelor’s degree in business administration, event management, or a related field preferred.
• Bi-lingual preferred

Knowledge, Skills, and Abilities

• Strong organizational and time management abilities. 
• Excellent written and verbal communication skills. 
• Proficiency in Event Management Software (EMS) or other comparable scheduling software, Microsoft Office Suite, and financial systems. 
• Operation of standard office equipment including copiers and computers. 
• Perform duties independently without close supervision. 
• Detail-oriented with the ability to multitask and problem-solve under pressure. 
• Ability to work in a fast-paced, team-oriented environment. 
• Strong interpersonal and problem-solving skills. 
• A customer-centric approach with a focus on exceeding client expectations.

Essential Functions

• Manages the scheduling of events across Island Grove’s facilities, ensuring availability aligns with client needs. 
• Builds and maintains strong relationships with clients, event planners, and organizations to generate repeat business and referrals.
• Serves as the primary point of contact for event inquiries, providing detailed information about venue options, amenities, and policies. 
• Maintains a detailed event calendar, avoiding scheduling conflicts and ensuring effective communication with all stakeholders. 
• Conducts venue tours for prospective clients, showcasing venue features, capabilities, and amenities. 
• Addresses client inquiries, concerns, and special requests promptly, ensuring the highest level of customer satisfaction. 
• Processes and tracks payments for events, ensuring timely invoicing and receipt of funds. 
• Assists with budget tracking and provides regular updates to management on expenses and revenue. 
• Orders and maintains inventory of office and other division supplies and equipment; tracks expenditures, ensures operations of office equipment through City or contracted maintenance services. 
• Ensures office operations run smoothly by addressing supply shortages and coordinating with vendors for replenishments. 
• Enters data into and maintains computer systems or databases; proofs data entry and corrects errors; runs standard reports as required. 
• Prepares and distributes meeting agendas, packets, and related materials; transcribes and distributes meeting minutes.
• Establishes and maintains office filing systems, files, and records; assembles information upon request. 
• Prepares and proofreads standardized documents and forms; composes standard correspondence and written responses upon request. 
• Assists with general administrative tasks, such as responding to emails, answering phone calls, preparing reports, and supporting event day activities as needed. 
• Monitors industry trends and competitor activities to identify new opportunities for venue promotion and growth. 
• Collaborates with internal teams, including event management, communications, and operations, to ensure smooth transitions from booking to event execution. 
• Collaborates with the broader CPRD team to ensure Island Grove aligns with department goals and standards.
• Performs other duties as assigned.

Supervisory Responsibilities

• None

Work Environment and Physical Requirements

Work Environment

• This position requires occasional evening and weekend hours to accommodate events and client schedules. 
• Some travel may be required for promotional events and networking opportunities.

Physical Requirements

• Communication skills enough to hear from and convey information to the public via telephone and in person. 
• Operate standard office equipment requiring continuous or repetitive hand / arm movements. 
• Vision enough to interpret computer screens and documents to assist the public and complete work assignments; specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus. 
• Light to moderate physical effort that includes stooping, kneeling, crouching, crawling. 
• Frequent standing or walking. 
• Frequently lifting and/or moving up to 10 pounds and occasionally lifting and/or moving up to 25 pounds. 
• Most work is completed sitting comfortably at a desk but does entail some walking to conduct tours of the facility. 
• Occasionally assists in the set-ups and teardowns which requires operating equipment such as the tenant sweeper, forklift, and golf cart. 
• Extensive work is performed on a computer with repetitive data entry.

EOE Statement: The City of Greeley provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state, or local laws.

This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.

ADA Statement: We are committed to an inclusive and barrier-free search process. We provide accommodations for applicants requesting accommodation through the search process such as alternative formats of this posting.  Individuals with disabilities in need of accommodations throughout the search process should contact the ADA Coordinator at: HR@Greeleygov.com .

Conditions of Employment: Candidates must successfully complete all pre-employment screenings and employment eligibility verification. Pre-employment screenings include a drug test, a background and national sex offender search, a motor vehicle record search, and for some positions, a physical demands evaluation. For more information about City policies and practices during the recruitment process, including but not limited to EOE, Reasonable Accommodation, and pre-employment screenings, please visit our career page HERE. 

Salary : $20 - $25