What are the responsibilities and job description for the Events Coordinator - Part Time position at City of Abilene, Texas?
General Description
Under direction of the Manager - Zoo Operations, to create, plan, and execute Abilene Zoo Events. This position will coordinate event collaboration with all Zoo areas, Abilene Zoological Society Board members, volunteers, vendors, and sponsors, as well as ensure activities meet the needs of the Zoo and the community. Events must comply with the Zoo's mission, goals, policies, and regulations.
SUPERVISION EXERCISED
This position exercises no supervision of other staff but may exercise supervision over Abilene Zoo volunteers.
Important And Essential Duties
Organize, schedule, and develop all aspects of event coordination, and event day execution, tear down, and follow-up.
Assist the supervisor to manage event budget and ensure event expenses are within budget.
Develop and manage relationships with local and national sponsors/partners, volunteers and other organizations.
Update and maintain the Zoo calendar to accurately reflect Zoo events.
Coordinate with Marketing and Development on aspects of event promotion and sponsorship to local and external audiences.
Work and collaborate with a wide range of volunteer demographics.
Conduct post event follow-up and provide recommendations for the next event.
Operate a motor vehicle to attend City and community events to provide the public with information on programs and events.
Other Job Related Duties
Perform other job related duties and responsibilities as assigned.
Knowledge, Skills, And Abilities
Knowledge of
Event planning, coordination, preparation, set up practices and procedures.
Facility rental and event administration practices and procedures.
Research, analysis, practices, and procedures.
Marketing, promotion, and public relations.
Skill to
Interpret federal, state, and city laws, rules and regulations related to public events and facilities; as well as state and local labor and occupational safety and health rules and regulations.
Give clear and concise oral and written communication; prepare and present reports to the Director, media, donors/sponsors, officials, and other management level reports.
Establish productive partnerships with sponsors, vendors, nonprofits, community groups, and internal City staff.
Handle multiple priorities and meet deadlines in a fast-paced, public-facing environment.
Safely operate a motor vehicle to attend City and community events.
Ability to
Deliver excellent customer service and guest experience before, during, and after events.
Work independently while also contributing collaboratively to a team-oriented environment.
Establish and maintain cooperative working relationships with those contacted in the course of work, both internally and externally.
Follow and embrace the City of Abilene Core Values - Respect, Integrity, Service Above Self, and Excellence in All We Do.
Perform as a team member in a manner that accomplishes the Division's mission and treats team members with dignity, courtesy, and respect.
Experience and Training Guidelines
Experience
For positions with more than one level, all listed requirements at the lower levels are required at the higher levels. Any combination equivalent to experience and training to provide the required knowledge, skills, and abilities may be qualifying. Knowledge, skills, and abilities may be obtained through:
A minimum of one (1) year of experience in special event planning is required.
Education/Training
A high school diploma or equivalent is required.
An Associate's Degree in Business or Public Administration is preferred.
License or Certificate
A valid Texas driver's license, the ability to obtain one within ninety (90) days, or a military waiver is required.
Special Requirements
Essential duties require the following physical skills and work environment
Some extended work hours are required during events.
Some weekends, evenings, and holiday work are required during events.
With or without accommodation, the "X" indicates the overall strength demand of the position during a typical workday:
___ Sedentary - lifting of no more than 10 pounds
___ Light - lifting no more than 20 pounds; carrying up to 10 pounds
X Medium - lifting no more than 50 pounds; carrying up to 25 pounds
___ Heavy - lifting no more than 100 pounds; carrying up to 50 pounds
___ Very Heavy - team lifting over 100 pounds; carrying more than 50 pounds
Physical Demand Codes: The following describes whether or not the position is expected to exert the physical demands listed during a typical workday as well as the overall frequency of the task:
Codes for how often
N = No
E = Extensive (100 - 70% of the time)
M = Moderate (60 - 30% of the time)
I = Infrequent (20 - 10% of the time)
A = Almost Never (<10% of the time)
Code / Task
E Standing
I Sitting
M Walking
I Lifting
I Carrying
I Pushing/Pulling
A Overhead Work
M Fine Dexterity
M Kneeling
M Crouching
A Crawling
I Bending
I Twisting
I Climbing
I Balancing
M Vision
M Hearing
M Talking
___ Other: _____________________
Under direction of the Manager - Zoo Operations, to create, plan, and execute Abilene Zoo Events. This position will coordinate event collaboration with all Zoo areas, Abilene Zoological Society Board members, volunteers, vendors, and sponsors, as well as ensure activities meet the needs of the Zoo and the community. Events must comply with the Zoo's mission, goals, policies, and regulations.
SUPERVISION EXERCISED
This position exercises no supervision of other staff but may exercise supervision over Abilene Zoo volunteers.
Important And Essential Duties
Organize, schedule, and develop all aspects of event coordination, and event day execution, tear down, and follow-up.
Assist the supervisor to manage event budget and ensure event expenses are within budget.
Develop and manage relationships with local and national sponsors/partners, volunteers and other organizations.
Update and maintain the Zoo calendar to accurately reflect Zoo events.
Coordinate with Marketing and Development on aspects of event promotion and sponsorship to local and external audiences.
Work and collaborate with a wide range of volunteer demographics.
Conduct post event follow-up and provide recommendations for the next event.
Operate a motor vehicle to attend City and community events to provide the public with information on programs and events.
Other Job Related Duties
Perform other job related duties and responsibilities as assigned.
Knowledge, Skills, And Abilities
Knowledge of
Event planning, coordination, preparation, set up practices and procedures.
Facility rental and event administration practices and procedures.
Research, analysis, practices, and procedures.
Marketing, promotion, and public relations.
Skill to
Interpret federal, state, and city laws, rules and regulations related to public events and facilities; as well as state and local labor and occupational safety and health rules and regulations.
Give clear and concise oral and written communication; prepare and present reports to the Director, media, donors/sponsors, officials, and other management level reports.
Establish productive partnerships with sponsors, vendors, nonprofits, community groups, and internal City staff.
Handle multiple priorities and meet deadlines in a fast-paced, public-facing environment.
Safely operate a motor vehicle to attend City and community events.
Ability to
Deliver excellent customer service and guest experience before, during, and after events.
Work independently while also contributing collaboratively to a team-oriented environment.
Establish and maintain cooperative working relationships with those contacted in the course of work, both internally and externally.
Follow and embrace the City of Abilene Core Values - Respect, Integrity, Service Above Self, and Excellence in All We Do.
Perform as a team member in a manner that accomplishes the Division's mission and treats team members with dignity, courtesy, and respect.
Experience and Training Guidelines
Experience
For positions with more than one level, all listed requirements at the lower levels are required at the higher levels. Any combination equivalent to experience and training to provide the required knowledge, skills, and abilities may be qualifying. Knowledge, skills, and abilities may be obtained through:
A minimum of one (1) year of experience in special event planning is required.
Education/Training
A high school diploma or equivalent is required.
An Associate's Degree in Business or Public Administration is preferred.
License or Certificate
A valid Texas driver's license, the ability to obtain one within ninety (90) days, or a military waiver is required.
Special Requirements
Essential duties require the following physical skills and work environment
Some extended work hours are required during events.
Some weekends, evenings, and holiday work are required during events.
With or without accommodation, the "X" indicates the overall strength demand of the position during a typical workday:
___ Sedentary - lifting of no more than 10 pounds
___ Light - lifting no more than 20 pounds; carrying up to 10 pounds
X Medium - lifting no more than 50 pounds; carrying up to 25 pounds
___ Heavy - lifting no more than 100 pounds; carrying up to 50 pounds
___ Very Heavy - team lifting over 100 pounds; carrying more than 50 pounds
Physical Demand Codes: The following describes whether or not the position is expected to exert the physical demands listed during a typical workday as well as the overall frequency of the task:
Codes for how often
N = No
E = Extensive (100 - 70% of the time)
M = Moderate (60 - 30% of the time)
I = Infrequent (20 - 10% of the time)
A = Almost Never (<10% of the time)
Code / Task
E Standing
I Sitting
M Walking
I Lifting
I Carrying
I Pushing/Pulling
A Overhead Work
M Fine Dexterity
M Kneeling
M Crouching
A Crawling
I Bending
I Twisting
I Climbing
I Balancing
M Vision
M Hearing
M Talking
___ Other: _____________________
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