Job Summary

Do you enjoy the arts, culture, and community engagement? The Community Center for Creativity [CCC] is looking for professionals with a background in facility and event management to oversee the day-to-day operations of a historic event and visual arts venue, housed within the former Carnegie Library building. Ensuring the highest level of customer service and satisfaction to the clients renting the CCC and their guests, this position will be responsible for providing detailed information to interested parties/users, executing contracts, monitoring budget expectations, and acting as the venue's primary scheduler for all rentals and events. 
The following duties and responsibilities are illustrative of the primary functions of this position and are not intended to be all-inclusive.
- Ensures the highest level of customer service and satisfaction to clients renting the Carnegie Center for Creativity and their guests.
- Intake venue rental inquiries, create estimates, and conduct/track facility tours.
- Provides detailed information to potential customers on room rental, additional needs, and costs associated with facility room and gallery rentals.
- Initiates and monitors the rental agreement with clients, ensuring timely remittance of deposits, payments, and invoices; processing settlements as required at the conclusion of the event.
- Compiles and disseminates information to vendors, staff, and other City Departments to assure quality customer service. 
- Acts as the primary scheduler, maintaining the venues event management database and compiles ongoing reporting on venue metrics.
- Coordinate and facilitate events; provide information and guidance to clients and the Events Concierge in support of the day-to day event planning & execution.
- Produce room set-up diagrams, complete planning checklists, and populate the Lincoln Center’s event management software with relevant event details & logistical information.
- Schedule and meet with clients to ensure seamless “day of event” execution as part of the requisite advancement of events. 
- Oversee in-house custodial operations and coordinate with the City’s Custodial Liaison with regards to the services provided by -he contracted custodial vendor. 
- Receive reports on facility/maintenance repair concerns and follow proper Operations Services protocols to log work requests using the established online portal; monitoring them for follow up, completion, and billing. 
- Schedule preventative maintenance, respond to urgent maintenance calls, and facilitate communication between venue staff and Operations Services, or their vendors. 
- Hire, train, supervise, and schedule hourly events staff, including Events Concierge & Facility Attendants, to service events, in cooperation with the Event Operations Manager.
- Under the direction of the Event Operations Manager, facilitate and manage hourly staff labor hours and ensure budget compliance.
 - Purchase, repair, or replace equipment/consumables and track spending; ensure reporting and compliance with approved budgets, while maintaining an active inventory database.
- Coordinate and supervise the activities of vendors to successfully execute events, including the preferred vendor program; including coordination with the venues contracted alcohol vendor.
- Maintain active communication with leadership; communicate challenges and propose improvements to the Event Operations Manager.
- May be required to work evenings, late nights and weekends, or holidays.
- Open and close facility as needed using established protocols.
- Ensure facility and grounds security.
- Assist the Event Operations Manager and leadership with other duties and special projects as assigned, attending regular meetings as required.
Part of the City's Cultural Services department, the CCC will act as an incubator for arts and cultural events in the local community, while also being a place for celebrations and meetings. In addition to assisting rental clients with the successful execution of their events and experience at CCC, the Facility & Events Coordinator will also be responsible for the general maintenance and cleanliness of the facility, ensuring the safety, security, and general readiness of the space. 

Essential Duties and Responsibilities

The following duties and responsibilities are illustrative of the primary functions of this position and are not intended to be all inclusive.

• Coordinate the planning, design, production, and evaluation of events while managing all project deliverables on schedule and within budget.
• Measure, track, and evaluate outcomes to ensure continuous process, service, and quality improvements.
• Under the direction of the Manager or Director, facilitate the distribution of hourly staff labor allocations, monitor expenses related to operational budgets, and ensure compliance with purchasing guidelines.
• Organize, inventory, and process replacement or restocking orders for consumables, supplies, and equipment as is required to provide safe event services and attractive, sanitary facilities.
• Manage all event details such as schedule, budget, transportation, location, invitee list, décor, catering, entertainment, special guests, equipment, promotional material, sponsorships, etc.
• Communicate and coordinate staff and volunteer requirements for events including recruitment, task assignment, implementation, and recognition.
• Manage calendar related events, activities, and volunteering.
• Hire, train, supervise, and schedule hourly part-time staff, while managing the team within the policy expectations aligned with City Human Resources.
• Develop, organize, and ensure communication of event safety measures and emergency action plans to volunteers, event participants, and staff.
• Develop and manage partnerships with key personnel at internal and external entities including but not limited to third-party food service providers, third-party equipment rental companies, facility service vendors, and other City departments.
• Maintain a comprehensive list of regional venues, including critical details such as pricing, capacities, and contact information.
• Align all events with strategic priorities, mission, vision and values of the Service Area and City organization.
• Conduct pre and post event evaluations and report on challenges, outcomes, and successes.
• Identify stakeholders, establish relationships, and develop strategies for enhanced engagement, ensuring that all members of the community have a voice with additional focus on hard-to-reach or underrepresented populations.
• Work with Manager or Director, and others in the organization to identify strategic initiatives to engage the community.
• Develop concepts for garnering public participation in programs and identify barriers to participation.
• Support strategic communications including public and internal engagement priorities.
• Conduct research and provide recommendations on strategy to more effectively communicate with, engage with, and involve the public; focusing on inclusive and equitable practices.
• Participate in and contribute to cross-functional committees and teams aimed at initiating or improving community engagement strategies according to departmental needs.
• Assist team, as necessary, with all outreach functions, meetings and events, meeting summaries, media tracking, and other duties as required.
• Build and sustain relationships with underrepresented populations in the community, as well as non-profit organizations, businesses and others that facilitate a strong sense of community.
• Monitor the availability of strategic sponsorships aimed at better engaging all community groups.

Management Responsibilities

No