Special Events Coordinator

Description

Summary of Duties: Coordinates, plans, manages, and evaluates special events/races produced by The Woodlands Township, to include, but not limited to, procurement of equipment/rentals for assigned events/races, sponsorship fulfillment, management of volunteers/staff, budgeting and marketing.  Manage the bookings of sports fields in The Woodlands, including reservations for approved organizations. Also, assists other groups in the planning of their tournaments and other special events taking place in Township facilities in accordance with the Township’s Special Events Policy & Procedures. Oversee internal/external requests for support for the Department.

Essential Employee Responsibilities: During emergency conditions, subject to being called to work in the event of a disaster, such as a hurricane, or other emergency situation and are expected to perform emergency service duties, as assigned.

Essential Duties and Responsibilities:

• Understand, demonstrate, and clearly articulate the mission and vision of The Woodlands Township.
• Develop, promote, execute and evaluate special events and races managed by the Special Events Division and produced by the Township.
• Serve as a liaison for the Township in partnership with the Neighborhood Services Department for Village Association events.
• Facilitate the Special Event Application process in accordance with The Woodlands Township Special Events Policy & Procedures.
• Develop and maintain a plan of operations for each special event and race, i.e., budget, timeline, logistics, and volunteer activities/recruitment, marketing and advertising plans. 
• Develop and maintain a volunteer management program that oversees recruitment, training, and evaluation.
• Support the Division’s leadership with department sponsorships to include assistance with maintaining databases, invoicing, communications and implementation of a business development plan.
• Oversee, maintain, and coordinate schedules for internal/external field use, including management of Qualified Athletic Organizations.
• Oversee and coordinate internal/external requests for use of department equipment and/or other requested event support.
• Support the Division’s leadership with the implementation of department marketing and advertising plans.
• Organize required services for department wide events as requested.
• Oversee, maintain, and coordinate approvals for external organizations requests with the intent to use the parks and pathway system.
• Maintain and coordinate company/department-wide events calendar.
• Maintain communication with all participating parties for assigned special events/races.
• Provide project status updates and reports regularly for Department leadership.
• Employee will be required to work special events on nights, weekends, or holidays.
• Perform other duties as assigned.

Supervisory Responsibilities: Manages one (1) full-time Special Events Specialist and up to 300 volunteers, helpers, assistants, seasonal employees, interns, or temporary employees. Carry out supervisory responsibilities in accordance with the organization's policies and applicable laws. Responsibilities include making final decisions on hiring and disciplinary actions, evaluating program/work objectives and effectiveness, performance evaluation, and realigning work and staff assignments as needed.  Work performed by those being supervised is complex.

Physical Demands: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this Job, the employee is regularly required to sit, use hands to finger, handle, or feel and talk or hear. The employee is constantly required to stand or walk during events or programs. The employee is occasionally required to reach with hands and arms, climb or balance and stoop, kneel, crouch, or crawl. The employee must regularly lift and /or move up to 25 pounds and occasionally lift and/or move up to 50 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception and ability to adjust focus.

Work Conditions: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.  While performing the duties of this Job, the employee is occasionally exposed to moving mechanical parts and outside weather conditions.

Satisfactory: Occasional exposure to unpleasant environmental conditions and/or hazards. Occasional outside work and little physical effort is required.  The noise level in the work environment is usually moderate.

Safety-Sensitive: This position is a safety sensitive position and is subject to random drug testing.

Qualifications

Minimum Qualifications: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education: Bachelor’s Degree in Recreation Management or related field (B.A.).

Experience: One (1) year of related experience and/or training; or equivalent combination of education and experience.

Licenses and Certifications:  Must possess a Texas driver’s license and meet the driver safety policy requirements.

Computer Skills: To perform this job successfully, an individual must be proficient with Microsoft Office.

The Woodlands Township is an Equal Opportunity Employer and values diversity at all levels of its workforce.

Salary : $57,453