What are the responsibilities and job description for the Programs/Special Events Coordinator position at City of Kalamazoo?
JOB
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.
EXAMPLE OF DUTIES
Performs receptionist and cash-handling dutiesProvides administrative support for the Parks & Recreation Department including assistance with park and facility reservations; recreation program/class registrationTracks 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 eventsProvides and collects accurate information from appropriate City staff in order to bill event organizers and community organizations for use of City resourcesPrepares Park and facility use reports and other reports as necessaryWorks with citizens to provide information and communicate venue options for a variety of eventsWorks 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 facilitiesCoordinates, promotes, and oversees on-site management of special eventsAssists in hiring, training and placement of temporary employees and volunteersDistributes program promotional material and utilizes social media for promoting programs and special eventsInvolves self with community agencies related to Parks and Recreation programmingDevelops partnerships for programs and special events\Develops and maintain relationships with schools and Neighborhood AssociationsAttends meetings and acts as a liaison between the Parks and Recreation Department, schools, neighborhoods, organizations, along with current and potential programming partners
SUPPLEMENTAL INFORMATION
Considerable knowledge of office procedures, including ability to maintain complex records and prepare reportsDemonstrated strong typing skillsConsiderable familiarity with special event processes and terminologyProven ability to create impactful business-related communicationsStrong organizational and time-management skillsAttention to detail and ability to multi-task and carry out complex planning dutiesProven track record of success in coordinating activities across multiple contributors and functionsStrong collaboration skills and demonstrated ability to build positive working relationships with internal and external customersFamiliarity with special-event logistics and data-retention proceduresProficiency in Microsoft Word, Excel and Outlook, and ability to update department website and coordinate social media campaignsThe City of Kalamazoo is an Equal Opportunity Employer. We are committed to creating a diverse, equitable and inclusive organization where different perspectives and experiences are welcomed and encouraged. Studies have shown that women and people of color, are less likely to apply for jobs unless they meet all of the qualifications listed. The City of Kalamazoo is most interested in finding the best candidate for the job, and that candidate may be one from a less traditional background. If you have transferable experience, please tell us about it. This approach will give each current and potential employee the opportunity to learn, grow and contribute to the City of Kalamazoo.
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.
EXAMPLE OF DUTIES
Performs receptionist and cash-handling dutiesProvides administrative support for the Parks & Recreation Department including assistance with park and facility reservations; recreation program/class registrationTracks 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 eventsProvides and collects accurate information from appropriate City staff in order to bill event organizers and community organizations for use of City resourcesPrepares Park and facility use reports and other reports as necessaryWorks with citizens to provide information and communicate venue options for a variety of eventsWorks 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 facilitiesCoordinates, promotes, and oversees on-site management of special eventsAssists in hiring, training and placement of temporary employees and volunteersDistributes program promotional material and utilizes social media for promoting programs and special eventsInvolves self with community agencies related to Parks and Recreation programmingDevelops partnerships for programs and special events\Develops and maintain relationships with schools and Neighborhood AssociationsAttends meetings and acts as a liaison between the Parks and Recreation Department, schools, neighborhoods, organizations, along with current and potential programming partners
SUPPLEMENTAL INFORMATION
Considerable knowledge of office procedures, including ability to maintain complex records and prepare reportsDemonstrated strong typing skillsConsiderable familiarity with special event processes and terminologyProven ability to create impactful business-related communicationsStrong organizational and time-management skillsAttention to detail and ability to multi-task and carry out complex planning dutiesProven track record of success in coordinating activities across multiple contributors and functionsStrong collaboration skills and demonstrated ability to build positive working relationships with internal and external customersFamiliarity with special-event logistics and data-retention proceduresProficiency in Microsoft Word, Excel and Outlook, and ability to update department website and coordinate social media campaignsThe City of Kalamazoo is an Equal Opportunity Employer. We are committed to creating a diverse, equitable and inclusive organization where different perspectives and experiences are welcomed and encouraged. Studies have shown that women and people of color, are less likely to apply for jobs unless they meet all of the qualifications listed. The City of Kalamazoo is most interested in finding the best candidate for the job, and that candidate may be one from a less traditional background. If you have transferable experience, please tell us about it. This approach will give each current and potential employee the opportunity to learn, grow and contribute to the City of Kalamazoo.
