What are the responsibilities and job description for the Programs/Special Events Coordinator position at City of Kalamazoo, MI?
Performs general administrative varied and specialized secretarial and technical duties for the Parks & Recreation Department; performs related work as required. Performs a variety of work organizing, planning, and coordinating customer-initiated special events occurring in the city. The employee in this position is responsible for the processing and tracking of data and documents associated with customer-initiated (external) and department-initiated (internal) special events; creates correspondence and provides administrative staff support. Develops rental contracts for park reservations and accepts payment and processes accordingly. Plans, organizes, executes, and evaluates internal special events and programs.
Examples of Duties
- Performs receptionist and cash-handling duties
- Provides administrative support for the Parks & Recreation Department including assistance with park and facility reservations; recreation program/class registration
- Tracks all reservations utilizing Parks & Recreation software; prepares correspondence.
- Serves as backup to the secretary to PRAB board.
- Coordinates all aspects of customer-initiated special events for the city, including acting as the liaison between all City departments involved in the delivery of services for special events
- Provides and collects accurate information from appropriate City staff in order to bill event organizers and community organizations for use of City resources
- Prepares Park and facility use reports and other reports as necessary
- Works with citizens to provide information and communicate venue options for a variety of events
- Works with City Manager's Office to provide current event information for promotional purposes.
- Conducts a variety of Parks and Recreation program activities and events for youth, families, and teens, including some evenings and weekends.
- Communicates with media outlets as necessary for promotion and marketing of events and programs.
- Coordinates and runs programs and events at schools, in the parks, at the Youth Development Center or other community facilities
- Coordinates, promotes, and oversees on-site management of special events
- Assists in hiring, training and placement of temporary employees and volunteers
- Distributes program promotional material and utilizes social media for promoting programs and special events
- Involves self with community agencies related to Parks and Recreation programming
- Develops partnerships for programs and special events\
- Develops and maintain relationships with schools and Neighborhood Associations
- Attends meetings and acts as a liaison between the Parks and Recreation Department, schools, neighborhoods, organizations, along with current and potential programming partners
Essential Qualifications
- Bachelor's Degree from an accredited institution.
- Minimum of one year of experience in recreation/sport management.
- Minimum of one year in recruiting and managing volunteer staff.
Acceptable Training and Experience
- Considerable knowledge of office procedures, including ability to maintain complex records and prepare reports
- Demonstrated strong typing skills
- Considerable familiarity with special event processes and terminology
- Proven ability to create impactful business-related communications
- Strong organizational and time-management skills
- Attention to detail and ability to multi-task and carry out complex planning duties
- Proven track record of success in coordinating activities across multiple contributors and functions
- Strong collaboration skills and demonstrated ability to build positive working relationships with internal and external customers
- Familiarity with special-event logistics and data-retention procedures
- Proficiency in Microsoft Word, Excel and Outlook, and ability to update department website and coordinate social media campaigns
The City of Kalamazoo offers competitive benefits including health, dental, and vision insurance, flexible spending accounts, group life insurance, long and short-term disability, paid time off, a defined benefits pension plan, a 457 deferred compensation plan, and a retirement health care savings plan (HCSP). Benefits vary based on the bargaining unit of a position.
The City of Kalamazoo also operates a convenient health clinic that is open to employees, retirees, and their families and provides routine medical services and prescriptions.
The benefits for this position are negotiated between the City of Kalamazoo and the Kalamazoo Municipal Employees Association (KMEA)
For a summary of City of Kalamazoo benefits in KMEA positions, please visit our website: www.kalamazoocity.org/benefits
Please note: these benefits are subject to change.
