Special Events Coordinator

Under the direction and supervision of the Supervisor of Community Programming and Events, the Special Events Coordinator is responsible for supporting community-wide special events, overseeing select smaller events and coordinating volunteers. This is a part-time hourly position with the Recreation Department. This position will be scheduled 25-30 hours a week to best meet the needs of the community and organization. This position is expected to work nights and/or weekends in alignment with annual special events and necessary set-up/breakdown of the events.

ESSENTIAL FUNCTIONS OF THE JOB
1. Assist Supervisor of Community Programs and Events with the planning of new and ongoing special events each year.
2. Provides support, plans and oversees portions of community-wide events as assigned.
3. Coordinate volunteer needs in advance of the event; coordinate volunteer check-in, assignments, training, and all other related needs during events.
4. Work in partnership with outside partnering organizations on collaborative community events.
5. Provide exceptional customer service to our community and staff.
6. Lead, manage, and troubleshoot all assigned programs and events.
7. Manage registration, waitlists, and communications to event participants as assigned.
8. Submit work requests as assigned for district events using RecTrac and MainTrac.
9. Book entertainment for events as directed by Supervisor.
10. Follow budgetary guidelines within each program and event.
11. Shop for, prepare, manage, and organize inventory of all supplies needed for events.
Assist with all the duties and responsibilities associated with the operations of the Viking Park Community Center front desk as needed. Lead, manage, and troubleshoot all assigned programs and events.
Prepare event details for brochure copy seasonally as assigned.
Manage registration, waitlists, and communications to event participants.
Submit work requests as needed for district events using RecTrac and MainTrac.
Book entertainment for events as directed by Supervisor.
12. Shop for, prepare, and manage inventory of all supplies needed for events.
13. Work cooperatively with other departments to ensure smooth program and building operations.
14. Other duties as assigned.

HOURS AND COMPENSATION
Hours can vary from week to week based on assigned events and programs, especially June through mid-December. Many programs and community events will be held during evening and weekend hours. During times when events are not scheduled, a flexible schedule would be developed up to five hours per day between 8am and 5pm, Monday-Friday.

PHYSICAL DEMANDS
Movement of supplies, equipment and uniforms is necessary, generally up to 50 lbs. Bending, twisting and kneeling may be necessary in support of the programming areas.

Work performed will be at indoor and outdoor environments so exposure to the sun, light rain, wind, and other weather factors should be expected as well as exposure to extreme temperatures while working outdoors.

GENERAL STATEMENT OF POLICIES, SAFETY, ETC.
It is expected that all Gurnee Park District Staff comply with the policies and procedures as set forth by the Gurnee Park District Board of Commissioners. Resources that outline these policies and procedures include the Personnel Policy Manual, Safety Manual, Departmental Manual, Area, or Job Specific Manuals and other written or verbal procedures as provided by your supervisor. As all situations cannot be documented even in manuals such as these, it is further expected that your actions as an employee are always performed with safety in mind, respect of your fellow staff and customers in mind, and at the direction of your supervisor. Gurnee Park District has developed the SOFIE Customer Service Values as a guide to our agency’s expectations and recommendations for successful work behavior. It is expected that all staff will learn and understand these policies and procedures.

• Experience A minimum of two years of experience coordinating events, activities, or programs to some extent. Experience with recreation and events preferred.
• Education High School diploma or GED is required.
• Skills/Competencies Candidate must be an individual who is willing and able to work independently, within teams and across multiple departments seamlessly. Candidate must have strong verbal and written communication skills and the ability to engage with community members and partners; be able to create, facilitate and evaluate special events; be detail-orientated and a multi-tasker; and have a thorough understanding of community events and recreation principles. Candidate must also have the ability to quickly learn and gain an understanding of the Park Districts registration software (RecTrac).
• Certifications Must have a valid drivers license. First-Aid, CPR, and AED certifications are required within 90 days and must be maintained. The Park District will provide training.