Under the direction and supervision of the Supervisor of Community Programming and Events, the Special Events Coordinator is responsible for supporting special events, and volunteers. This is a part-time hourly position with the Recreation Department. This position will be scheduled 25 hours a week to best meet the needs of the community and organization. Position expected to work nights and/or weekends in conjunction with special events.

ESSENTIAL FUNCTIONS OF THE JOB

• Provide exceptional customer service to our community and staff.
• Assist with all the duties and responsibilities associated with the operations of the Viking Park Community Center front desk at Viking Park as needed.
• Assist Supervisor of Community Programs and Events with the planning of new and ongoing special events each year.
• 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.
• Shop for, prepare, and manage inventory of all supplies needed for events.
• Follow budgetary guidelines within each program and event.
• Coordinate volunteer needs with the Supervisor of Community Programming and Events in advance of the event; coordinate volunteer check-in, assignments, and all other related needs during events.
• Work in partnership with outside partnering organizations on collaborative community events.
• Work cooperatively with other departments to ensure smooth program and building operations.
• Assist the Supervisor of Community Programs and Events during larger scale events.

ADDITIONAL DUTIES AND RESPONSIBILITIES

• Identifies development opportunities and attends approved training and seminars to advance skills and stay abreast of new special events trends.
• Perform related work as requested by the Supervisor of Community Programming and Events, Director of Recreation, and the Executive Director.
• Other duties as assigned.

HOURS AND COMPENSATION

Hours will vary from week to week based on assigned events and programs. Many programs and community events will be held during evening and weekend hours.

PHYSICAL DEMANDS

The physical demands of this position are minimal. Most of your job will be at a desk or on site for program or event delivery. Occasionally movement of supplies, equipment, or uniforms is necessary in which case the maximum weight that you are expected to be able to lift is 25 lbs., though typically it will be less than this. Some bending, twisting, and kneeling may be necessary at your desk or in support of certain recreation programs/events.

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 related experience in a related position. Experience with a recreation, events, sports, or fitness organization 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; 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 experience with RecTrac (or other registration software) or the ability to quickly learn and gain an understanding of the Park District’s registration software.
• Certifications Must have a valid driver’s license. First-Aid, CPR, and AED certifications are required within 90 days and must be maintained. The Park District will provide training.