Position Title: Special Programs & Events Manager

Department: State Fair

Reports To: Vice President of State Fair

Pay Range:$35,000-$45,000 (dependent upon experience)

Classification: Full-Time Salary

Job Responsibilities

Volunteers

• Develop and manage all aspects of the volunteer program.
• Recruit, train, schedule and supervise volunteers and volunteer leaders; maintain records of volunteers and associated activities.
• Develop collateral materials for recruitment and registration of volunteers; make written and oral presentations to business and civic leaders to encourage participation in and enthusiasm about the State Fair volunteer program.
• Coordinate volunteer meetings, training sessions and appreciation activities, as needed.
• Work with other State Fair and OKC Fairgrounds department staff to smoothly coordinate volunteer interaction within those management areas.
• Manage information booths, commercial exhibitor lounges and other areas where volunteer labor is needed, and guest information/services is involved.
• Develop volunteer handbook and maintain volunteer training materials, i.e. InFAIRmation book to be used to answer public inquiries.
• Act as liaison, providing administrative support and oversight, to departments/areas/projects where volunteers and community support have been “dispatched.”

Special Events

• Develop and manage all aspects of State Fair special events.
• Draft, manage, and track all special event contracts.
• Continually research and find creative ways to host special events that will draw the public to the State Fair.
• Secure and schedule volunteers for special events, if needed.

Community Entertainment Stages

• Manage all aspects of the community stages including, but not limited to, the Bandshell, The Patio, Circle Stage, etc.
• Research and recruit demonstrators and performers.
• Mail, receive, and process entertainer/demonstrator applications.
• Receive and administer all inquiries regarding community entertainment/demonstration opportunities.
• Develop, set up, and maintain schedules/databases in Excel.
• Create, mail, process, and track outstanding performance/demonstration agreements.
• Create verbiage and lists for signs, website, and other publications.
• Create, track, and file all documentation relating to all stages.
• Secure all set-up needs, including staging, sound, seating, equipment, and supplies.
• Monitor and troubleshoot stages, and act as liaison between sound techs, performers, demonstrators and the Programs and Entertainment Director.

State Fair Academy

• Develop and manage all aspects of the State Fair Academy including, but not limited to, material updates, registration, correspondence, scheduling, administration, and setups.
• Research and develop new program ideas and marketing tactics.
• Continue development of PASS objectives for the Academy through the Department of Education and their Ag in the Classroom program.
• Secure volunteers for the Academy captain and workers.

General

• Develop and administer all budgets under this position.
• Request, distribute, and track all credentials under this position.
• Draft and send thank you correspondence, process numbers / statistics, update files, records and databases for all areas under this position.
• Assist with office-related tasks including correspondence, meeting minutes, mass mailings, check requests, and inventory.
• Assist in drafting and proofing verbiage for website, signage, and other publications.
• Assist with and attend trade shows and conferences.
• Assist State Fair Vice President with the artistic development and management of new and current attractions and programs.
• Assist other departments as needed throughout the year.
• Other duties as assigned.

Additional Job Requirements

• College education preferred and/or 3 years’ experience in special event planning.
• Previous experience in the education, entertainment and/or special events industry is a plus.
• Professional communication skills, including business writing, telephone and interpersonal; strong conflict management/customer service skills; problem solving and organizational skills.
• Excellent leadership skills.
• Self-motivated, effective multitasker with the ability to work efficiently with minimal or no supervision.
• Detail-oriented with demonstrated ability to execute projects on time, with extreme accuracy, and on a budget with a collaborative work style and commitment to quality.
• Strong facilitation and presentation skills.
• Excellent creativity and analytical skills.
• Knowledge of general clerical accounting methods and general business procedures.
• Proficiency with computers, including, but not limited to, Microsoft Office (Outlook, Word, Excel, Access, and PowerPoint); experience with publishing software (InDesign, Canva, Adobe Photoshop or Photoshop Elements) and elementary CAD Programs (Social Tables), a plus.
• Ability to learn new software programs with minimal or no training.
• Available and able to work out of town, when necessary.
• Valid driver license and clean driving record.

General Requirements

• High School Diploma or equivalent.
• Utilize task prioritization and effective time management skills to meet frequent and competing deadlines in a high-volume, high-stress environment.
• Perform detailed work in a team-oriented, fast-paced, event-driven environment handling multiple tasks with flexibility in a calm, professional manner.
• Effectively communicate with employees, co-workers, management staff, clients, suppliers, and guests in a clear, business-like, respectful and personable manner which focuses on generating a positive, enthusiastic and cooperative environment.
• Maintain high standards of appearance and grooming (i.e., clean, wrinkle free clothing, proper attire, close attention to personal hygiene).
• Meet the company standard for excellent attendance.
• Speak, read and write in English.

Physical Requirements and Working Conditions

• Extended hours, nights and weekends during peak periods.
• Frequent or continual movement from place to place with normal physical mobility, covering long distances with ease, managing assigned tasks throughout various indoor and outdoor locations within and around the property and in potentially inclement/severe weather conditions as the job demands.
• Regularly lift, carry and put away items weighing up to 25 lbs. and occasionally lift and carry heavier items and/or assist others in lifting heavier objects, as the job demands.
• Walk and/or stand for extended periods in addition to other prolonged physical exertions including sitting, seeing, hearing, reaching, grasping, lifting, pushing, pulling, squatting, crouching, stooping, bending kneeling, climbing, and working in awkward positions and tight areas may be required.

Benefits

• A 401(k) program is available once the employee meets the eligibility requirements for participation.
• Based on job classification, additional benefits that may be offered include Paid Time Off, Medical, Dental, Vision, Flexible Spending, Life, Dependent Life, AD&D, Short- and Long-Term Disability and Various Supplemental Insurances.