What are the responsibilities and job description for the SPECIAL EVENTS COORDINATOR position at Gary Comer Youth Center?
Position Summary
The Special Events Coordinator orchestrates and manages the operation of internal and external events at Gary Comer Youth Center. In this integral position, the Special Events Coordinator will work with GCYC program staff to execute members only and family programs to showcase the work of our youth, create opportunities and experiences for family engagement, and curate opportunities for joy. As well as, manage and coordinate space requests and special events for external partners renting the facilities at GCYC.
Essential Functions and Responsibilities:
Provide excellent customer service to internal and external clients to execute safe, joyful and engaging events.
Design coordinate and execute logistics and run of show for organization-wide events (such as staff events, field days, conferences, seasonal celebrations, etc.).
Manage the event/space request process including the organizational SharePoint calendar, electronic forms, and client discourse via phone, email and other communications.
Work collaboratively with all building users including coordination with daily program functions, building partners, facilities, IT, and other users.
Assists with external promotion of events with the support of the outreach team.
Act as point person and liaison to all partners and vendors for events hosted at GCYC
Manage room layouts, dcor, and supply needs, maintaining inventory of events AV equipment, decorations, signage and supplies.
Coordinate with the Culinary Arts department to support and promote GCYCs catering business with external users.
Manage the billing process with clients, including executing contracts and MOUs.
Miscellaneous:
Attends required staff meetings and trainings
Supports the mission of GCYC
Works collaboratively in a team setting serving the needs of youth
Is committed to the safety and development of all GCYC members
Takes on other duties as needed
Serves as a role model for youth and community
Abides by the employee handbook and established GCYC policies/procedures
Qualifications
Minimum high school diploma or equivalent required
Associates or Bachelors degree in related field preferred (e.g. Hospitality, Marketing, Public Relations, Event Planning, etc.)
2 years of work experience in event production, community engagement, project management or event planning required
Excellent written and oral communication skills
Excellent organizational, customer service, and time management skills
Demonstrated cultural competency, dedication to working with youth, families and community members in our care.
Competency in MS Office applications
Core Competencies
Must possess genuine care and concern for youth especially pre-teens and teens.
Able to communicate effectively with youth, co-workers, stakeholders and families in a respectful and culturally competent manner via written and verbal communication.
Must enjoy working with teams but can also work independently.
Demonstrates strong accuracy in all areas of work.
Must have basic computer literacy skills including Microsoft Office, independent use of the internet and ability to learn and properly utilize software systems.
Physical Work Requirements & Environment:
The GCYC environment is consistently bustling with youth and community members. The Centers work is fast paced and varied. Our work is done on site where our youth and families are. Therefore, it is required that team members meet these requirements:
Have the ability to lift up to 25 pounds.
Dexterity sufficient to perform computer functions
Carrying standard equipmentand conducting security patrols
Ability to withstand various weather conditions for outsidesafetypatrols
Ability and willingness to function in a shared working space
