Description

Position Summary:

The Offsite Events Coordinator will be responsible for the planning of Black Cultural Zone CDC events, including outdoor skating, Outdoor Playday, and Outdoor Movie Night, as well as supporting the Akoma Markets, private and partner events at Liberation Park, and the Community Meals.

Team Responsibilities include but are not limited to:

• Liaising with team members concerning team roles, responsibilities, and areas

• Assisting in the planning and implementation of team projects and initiatives

• Helping to coordinate and manage project and initiative tasks and deliverables.

• Analyzing, presenting, and reporting on key performance indicators and progress

• Coordinating routine and non-routine tasks and activities including, but not limited to, scheduling and documenting meetings, account and vendor management, and operations support, including administration and finance support.

• Performing other duties required to support Team roles and responsibilities.

• Upholding Black Cultural Zone’s Mission and Vision

The Coordinator will lead the reporting on the programming and projects for various programs, projects, and initiatives as needed, including:

• Track KPIs for the programs, projects, and initiatives they are supporting

• Assist in the design of the Measurement and Evaluation tool

The Coordinator will be responsible for ensuring that contracts are created, sent, filed and amended (as needed) for Community Stewards. Community Stewards include, but are not limited to, Neighborhood Messengers and Stakeholders, including:

• Send quarterly contracts via DocuSign

• Create and maintain spreadsheet to track event and meeting attendance

• Create and maintain spreadsheet to track monthly payments

• Create badges or other identification as needed

• Coordinate distribution of materials and supplies

• Coordinate and schedule meetings

The Coordinator will support marketing efforts as follows:

• Update website calendar and Liberation Park and Beyond calendars with events

• Update content on website as needed

• Support creation and distribution of marketing materials including QR codes and TinyURLs

• Post marketing materials on additional publishing locations

• Process marketing print requests

The Coordinator is responsible for event communication, planning and evaluation for the following events:

• UMOJA Outdoor Roller Skating

  • @ Liberation Park

    • Friday Nights and Sunday Afternoons - Weather Permitting

    • Private Events

  • On The Road Events

• Outdoor Play Day:

  • @ Liberation Park

    • 4th Sundays (April - September)

    • Private Events

  • On The Road Events

• Outdoor Movie Night

  • @ Liberation Park

  • On The Road Events

The Coordinator will provide planning support for the following events:

• 5th Friday/Saturday Community Meals (with Community Engagement Team)

• AKOMA Markets (with Akoma Market Group)

• Private & Partner Events @ Liberation Park

Role and Responsibilities: For Assigned Initiatives, Programs and Plans

Communications

• Create and manage Evites/Eventbrites

• Create and Manage Event Group Communications

• General Communications Support, as needed

Planning

• Create Events Management Workbooks for all Black Cultural Zone events

  • Coordinate and document completion of key daily event management deliverables including vendor, partner, exhibitor, presenter, caterers, and service providers including security and maintenance.

  • Serve as primary coordinator for pre- and post- event phases.

  • Manage event checklists and transfer of events management pre-event to day-of event team.

Evaluation

• Conduct On-site event reviews, periodically

• Post Event Evaluations & Feedback

  • Follow up the Day/Week after to obtain debriefs from participants, day of teams and audience. Summarize this for the "week after" debrief meeting.

  • Schedule week after debriefing meetings, record and summarize key wins, challenges and needed improvements

Dashboard Management and Key Performance Indicators

• Collects, gathers, inputs, maintains, and updates performance and other data and statistics.

• Regularly update the deliverable trackers and dashboard with accurate and current information.

• Tracks completion of key tasks and performance items.

• KPI Tracking: Files and Upload Statistics and Other Information in appropriate Folders, Dashboard, and Reporting Forms

• Manages the filing and uploading of statistics and relevant information related to the completion of key tasks, audits, the status of key performance indicators, other data, and statistics in all required internal or external folders, forms, dashboards, reports, check-ins and other documents

Implementation Briefs (Roadmap) and Improvement Plans

• Creates and Files after Approval; Updates Monthly and as Needed (i.e. New Funder)

• Takes the lead in creating, reviewing, and managing the implementation roadmap.

• Updates documents regularly, especially with changes or new funding sources.

• Review and File in Initiative/Program Folders

• Review relevant documents and ensure proper filing in initiative/program folders.

Folder Management and Deliverables Trackers (in Google Sheets and SmartSheets)

• Takes a leadership role in creating, reviewing, and managing initiative and program-related folders.

• Takes the lead in creating, reviewing, and managing initiative and program-related deliverables trackers.

Calendaring

• Calendar due dates for Priority and Required Meetings, Internal Meetings, Reports Due and Invoices Due, Contract Start and End Dates;

• Sets up Attendance Tracker; Otter; Meeting Recording and Meeting Notes

• Manages and updates calendars for various program-related deadlines and meetings.

• Set up attendance tracking systems and utilize tools like Otter for meeting documentation.

Meeting Management, Participation, and Documentation

• Attend All External and Internal Meetings Related to Relevant Initiatives/Programs

• Attend All External Meetings, as and when needed, Related to Relevant Initiatives/Programs

• Plans, prepares agenda, creates presentations, facilitates meetings, and delivers content related to role and documents meeting notes, via recording and/or transcription

• Participates actively in external meetings, providing on-screen presence, taking notes, and fulfilling role requirements.

• Takes responsibility for creating and filing agendas, meeting notes, recordings, sign-in sheets, transcriptions, and other relevant documents in Appropriate Initiative/Program Folders and other designated folders.

Reporting

• Creates Report Folders and Maintains Reporting Instruction Information; Calendar Report Due Dates and Sends Timely Reminders

• Manages the filing and uploading of statistics and relevant information related to the completion of key tasks, audits, the status of key performance indicators, other data, and statistics in all required internal or external folders, forms, dashboards, reports, check-ins, and other documents.

• In Partnership with Marketing and Communications:

  • Creates Initiative Briefs, One-Pagers, Updates/Achievements, Answers to FAQs, Presentations, and other forms of communication or collateral

  • Gathers input and coordinated approval from Portfolio Coordinator, Specialists, and relevant internal stakeholders for completion of materials

  • Ensures information is up-to-date and accurate, curate.

  • Orients internal stakeholders to the materials.

  • Ensures materials are disseminated effectively to stakeholders

  • Orients stakeholders to materials and KPIs and deliverables

Policies, Processes, and Procedures

• Create, Review, Update and implement policies, Processes, and Procedures (PPP) for the Coordinator role.

• Reviews and provides information to support other related PPPs as necessary.

Qualifications

Qualifications

• 3 years of experience in program coordination, project management, or a related field.

• Proven track record of successfully managing and coordinating multiple initiatives.

• Experience in data analysis and reporting.

• Familiarity with program evaluation and impact assessment.

• Previous exposure to marketing and communications collaboration is a plus.

• Understanding of financial and budgetary processes related to program management.

• Experience with relevant software and tools for data management and reporting.

• Exposure to diverse stakeholder engagement and management.

Physical Demands:

Essential functions of the position require the employee to use a telephone, work at a standard computer terminal and be able to follow reasonable ergonomic recommendations, sit for long periods of time, have the flexibility to attend external meetings and events as required, repetitive motions, stand, reach, lift and carry 20 pounds, and bend. A valid Driver’s License and current auto insurance are required for logistics and event coordination.