EVENTS & VOLUNTEER COORDINATOR

Description

Applications will be accepted on-line from February 10, 2025 until 11pm on February 28, 2025 at the website address https://pueblowestmetro.us/172/Job-Opportunities

First review of applications will happen by March 4, 2025.

Please note: Incomplete applications cannot be considered. You will know you have completed the application when it has requested your signature.
 

Job Summary

The Events and Volunteer Coordinator is responsible for the planning, execution, and coordination of events and volunteer programs within the Pueblo West Metro District and Parks and Recreation Department. This position works closely with community members, department staff, and local organizations to ensure the success of various community and departmental initiatives. This position is tasked with identifying, applying for, and managing grants to support departmental programs and events. The Events and Volunteer Coordinator will also serve as a general parks and recreation office staff member, assisting in day-to-day operations and providing coverage along with other office staff.

Essential Job Functions

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Essential functions, as defined under the Americans with Disabilities Act, may include any of the following representative duties, knowledge, and skills. This is not a comprehensive listing of all functions and duties performed by incumbents of this class; employees may be assigned duties which are not listed below; reasonable accommodations will be made as required.  The job description does not constitute an employment agreement and is subject to change at any time by the employer. Essential duties and responsibilities may include, but are not limited to the following:

• Plan and coordinate special events and activities from inception to completion, including location bookings, permits, and staffing.
• Work closely with the parks and recreation staff and district staff to align events with the community and departmental/district objectives.
• Work with vendors and suppliers to secure necessary permits, equipment, and services.
• Evaluate event effectiveness and prepare reports for management.
• Assess community needs and interests through surveys and direct feedback.
• Collaborate with local schools, clubs, and other organizations for volunteer recruitment and event partnerships.
• Recruit, train, and provide oversight for volunteers for various community and departmental activities and events.
• Coordinate with other staff members to identify specific volunteer needs, such as coaches for youth sports or maintenance staff to do community clean-up in parks and on trails.
• Maintain a database of volunteer information and assignments.
• Develop and implement volunteer recognition programs.
• Promote events and volunteer opportunities through various channels, such as social media, flyers, and community meetings.
• Handle public inquiries and provide timely and accurate information.
• Develop and manage budgets for events and volunteer programs.
• Track expenses and prepare financial reports.
• Seek sponsorships, donations, and grants to support community events and district initiatives.
• Prepare sponsorship packets to be distributed and publicized to the local community.
• Research and identify grant opportunities relevant to parks and recreation programs and community events.
• Write compelling grant proposals and submit timely applications to secure funding.
• Manage grant reporting requirements and maintain relationships with grant providers.
• Maintain event calendars and schedules.
• Prepare meeting agendas and minutes.
• Assist in the development of departmental policies and procedures related to events and volunteer programs.
• Answer phones, handle inquiries, and provide information to the public about programs and events.
• Assist with general parks and recreation office duties.
• Act as a backup for other parks and recreation office staff during their absences.
• Assist in the maintenance of departmental files, databases, and records.
• Facilitate community registrations for recreational programs and events.
• Organize and assist in setting up and tearing down for events.
• Secure all facilities at the end of the day, including locking up bathrooms, parks office, and other communal spaces.
• Be advocates promoting health and safety in the workplace.
• Embodies the District Core Values.

Knowledge

• Advanced computer skills to include the ability to use Microsoft Word, Excel, PowerPoint, and Gmail.
• Knowledge in event planning and coordination, community engagement, marketing, and promotion, permitting and legal compliance, and risk management and safety protocols.
• Thorough knowledge of current principles and practices applicable to assigned areas of responsibility; local, state, and federal laws and regulations related to assigned functions.
• Familiarity with social media platforms and marketing tools.

Skills

• Strong organizational and multitasking skills.
• Excellent verbal and written communication skills.
• Skill in using common tools, equipment, and materials of the trade.

• Utilize positive and professional communication skills.

Abilities

• Ability to establish and maintain effective working relationships with employees, the public, and others; to write and speak clearly and concisely.
• Ability to supervise the work of assigned employees, volunteers, contract personnel, and others.
• Ability to communicate with the public, to speak and write clearly, maintain effective working relationships with others, and operate equipment in a safe manner.

• Ability to effectively practice conflict management to resolve interpersonal conflict.
• Ability to identify and recommend solutions to problems in a timely manner.

Other Duties

• Performs other duties as assigned.

Qualifications

Required Qualifications (Note: Any acceptable combination of education, training and experience that provides the above knowledge, abilities and skills may be substituted.)

Required Education/Certifications Required

• Associate’s degree or equivalent experience in a related field.
• 2 years of experience in event planning, volunteer management, or related area.
• Must have and maintain a valid Colorado class “R” driver’s license.

Preferred Education and Experience

• Bachelor’s degree in Event Management, Recreation, Public Relations, or a related field is preferred.
• 2 years of experience in event planning, volunteer coordination, or community outreach

Position Type/Expected Hours of Work

• This is a full-time position. Days and hours of work are Monday through Friday, 7:00 a.m. to 3:30 p.m.

• Ability to work weekends, evenings, and holidays as required.

Special Requirements

• Adapt to unique and changing situations.

Physical Demands

• Frequent use of keyboard devices, heavy lifting, reaching, stooping, bending, crawling, crouching, and climbing.
• Must be comfortable working outdoors in various weather conditions.
• Ability to lift and move items up to 50 pounds for event setup and tear down.
• The work has periods of light physical activity and is performed in office surroundings.  Typical positions require workers to walk or stand for long periods; lift and carry up to 50 pounds; climb stairs, bend, reach, hold, grasp, and turn objects; and use fingers to operate computer or typewriter keyboards.  The work requires the ability to speak normally and to use normal or aided vision and hearing.

Unusual Demands

This position is considered a “safety-sensitive” position and will be subject to monthly random drug and alcohol screening.

Pueblo West Metropolitan District is an Equal Opportunity Employer

Salary : $27 - $41