Events Coordinator

TITLE: Events Coordinator

DEPARTMENT: Institutional Advancement

SUPERVISOR: Business Operations Manager

HIRING RANGE: $23.75 TO $24.25 an hour. Salary will be commensurate with experience and other qualifications. Benefits package includes health, dental, life insurance, 401(K), and vacation package.

PRIMARY OBJECTIVE:

The Crocker Art Museum brings people together and connects them in unexpected ways with art, ideas, each other, and the world around them. This position helps fulfill this by organizing and overseeing the logistics of internal and external events to ensure a great guest experience. This position works closely with Museum staff and volunteers to ensure that all events are coordinated efficiently and effectively.

DUTIES AND RESPONSIBILITIES:

• Provide professional, courteous, and timely communications with existing and potential facility rental clients.
• Schedule and perform walkthroughs of the Museum rental spaces with clients and vendors.
• Work closely with lead staff across departments to coordinate logistics for Museum events, including development, education, curatorial, and facility rentals to ensure that each function is organized and managed appropriately, resulting in a positive experience for guests, sponsors, committee members, volunteers, and staff.
• Coordinate with event vendors, including but not limited to: securing equipment rentals, managing lighting and A/V needs, and contracting catering services.
• Act as the on-site point person for all assigned events, supervise vendor load in/load out, and oversee other event logistics as required.
• Prepare event timelines, including details on all vendors, equipment delivery and pick up schedules, and emergency contact information; event floor plans for all spaces utilized during the event; and staffing and volunteer plans, as needed, for Museum events.
• Submit all event documentation/forms in the required timeframe to ensure that the Museum’s master calendar has all events scheduled for current and future years and present upcoming event plans during weekly Facilities Meetings.
• Coordinate with Museum security, café, and operations staff to ensure facilities and equipment are well-maintained and ready for use.
• Submit complete and thorough debriefing evaluations following key events.
• Follow and help enforce Museum policies and procedures.
• Other duties as assigned.

SKILLS AND EXPERIENCE:

• Ability to communicate clearly and effectively with donors, members, volunteers, vendors, etc.
• Intellectual curiosity and problem-solving ability.
• Demonstrated ability to work effectively in teams and across departments.
• Proven ability to handle confidential information with discretion and diplomacy.
• Proficiency with Microsoft Office Suite.
• Excellent organizational and project management skills that reflect ability to prioritize and coordinate multiple simultaneous projects.
• Ability to understand and employ financial skills, e.g., budgeting, cost analysis, forecasting, etc.
• Punctual and adheres to scheduled hours.
• Must be available evenings and weekends
• Experience supervising volunteers.
• Excellent written and oral communication skills.
• Current CA Driver’s License and proof of auto insurance.
• Ability to monitor own work to ensure quality and accuracy.

INSTITUTIONAL RESPONSIBILITIES:

• Support the Museum’s mission, vision, values, strategic plan and institutional DEAI initiatives.
• Commit to a positive organizational culture based on mutual respect, cooperation, and openness to other’s perspectives.
• Represent the Crocker at a variety of programs and functions.

FISCAL RESPONSIBILITIES:

• Assist in preparing the annual budget and work plan for event revenue and work within established budgets.
• Take care to use Crocker resources responsibly.
• Demonstrate accuracy and thoroughness when dealing with financial tasks.

PHYSICAL REQUIREMENTS:

The physical requirements described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.The employee is occasionally required to stand, walk and/or sit for long periods of time. They must have physical dexterity and the ability to carefully handle objects, as well as ability to lift and move items of various weights and sizes. Positions have occasion to lift and/or move objects of 15-20 lbs.

Job Type: Full-time

Pay: $23.75 - $24.25 per hour

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Employee assistance program
• Employee discount
• Flexible spending account
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

Schedule:

• Evenings as needed
• Monday to Friday
• Nights as needed
• Weekends as needed

Work Location: In person