Description

2024 Budget Approved, New Position

Summary of Duties: This position is responsible for overseeing external field use and the Qualified Organization program as well as effectively implementing and evaluating a Business Development Program to include solicitation/procurement of external funds/support and maintaining relationships with current and potential sponsors for Township special events and races. Additionally responsible for development and execution of marketing plans, fulfillment of Township Host Venue Sponsorship Agreements for various events (including, but not limited to, The Woodlands Waterway Arts Festival, Memorial Hermann IRONMAN Texas, The Woodlands Marathon and Copa Rayados Internacional), oversee concessionaire contracts for designated facilities and acting as a lead administrator for the Parks and Recreation Department’s reservation and program registration software (currently ActiveNet). 

Essential Employee Responsibilities: During emergency conditions, subject to being called to work in the event of a disaster, such as a hurricane, or other emergency situation and are expected to perform emergency service duties, as assigned.

Essential Duties and Responsibilities: 

• Assist the Special Events Manager with maintaining a Business Development Program to include but not limited to identifying potential sponsors for programs and events, communication with sponsors regarding deliverables, day of event information and post-event wrap up.

• Develop and implement marketing plans for the Special Events Division with the purpose of increasing and generating revenue through race registrations, sponsorships and vendor participation. 

• Work with the Township Communications Department on the creation of collateral materials (advertising) for Parks and Recreation including event posters, flyers, brochures, t-shirts, etc. 

• Serve as primary point of contact for onsite support for event organizers hosting events at Town Green Park and the Township’s sports complexes (Alden Bridge Sports Park, Bear Branch Sports fields and Gosling Sports fields), and ensure all Township Park rules and Special Event Policy and Procedures are adhered to. 

• Develop and implement an application/submittal process for internal and external requests for banner installation on Township streetlight poles and in designated Township parks. 

• Assist with ensuring Host Venue Sponsorship Agreements for various events are fulfilled (to include, but not limited to, The Woodlands Waterway Arts Festival, Memorial Hermann IRONMAN Texas, The Woodlands Marathon and Copa Rayados Internacional). 

• Act as a lead administrator for the Department’s reservation software (currently ActiveNet). 

• Oversee the Approved Organizations for The Woodlands Township, and all external field use. Maintain accurate reports and records related to specific groups’ uses to include, but not limited to, daily field use, light usage, equipment requests as needed for Approved Organizations’ tournaments and events, monitor usage of goals and placement in fields, ensure distribution of weekly/monthly field reservation reports, ensure compliance with all Township park rules and Township Court and Field Use Allocation Guidelines and working closely with Park Operations regarding scheduled maintenance or repairs. 

• Oversee concessionaire contracts for the Special Events Division to include the Rob Fleming Aquatic Center, Bear Branch Sports fields and Gosling Sports fields. 

• Assist with overseeing daily operations for the Special Events Division, develop when requested and execute the Division’s events and races (act as Co-Race Director for TRI – The Woodlands, a sprint-distance triathlon, as well as four other running events) and provide general customer support. 

• Employee will be required to work special events on nights, weekends and holidays. 

• Participate in the Parks and Recreation On-Call schedule. 

• Perform other duties as assigned.

Supervisory Responsibilities: Work requires managing and monitoring work performance by directing subordinate supervisors, including making final decisions on hiring and disciplinary actions, evaluating work objectives and effectiveness, and realigning work and staff assignments.

Work performed by those supervised is complex: The jobs or tasks of the group are typically in an advanced field of activity where work methods follow only generally standardized processes. Direct supervision of two Full-Time Special Events Coordinators and indirect supervision of two Full-Time Special Events Specialists. 

Budget Responsibility: Does research for documents, compiles data for computer entry, and/or enters or oversees data entry. Has responsibility for monitoring budget/fiscal expenditures (typically non-discretionary expenditures) for a work unit of less than department size (programs, activities, projects or small organizational units) or responsibility for fiscal management of capital project(s). The size of the budget is substantial. 

Physical Demands: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. 

While performing the duties of this job, the employee is regularly required to sit; use hands to finger, handle, or feel and talk or hear. The employee is frequently required to stand and walk. The employee is occasionally required to reach with hands and arms; climb or balance and stoop, kneel, crouch, or crawl. The employee must regularly lift and /or move up to 25 pounds and occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception and ability to adjust focus. 

Work Conditions: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. 

While performing the duties of this job, the employee is occasionally exposed to moving parts and will be regularly exposed to outside weather conditions during busier times of year for events.

Work Conditions are satisfactory: Occasional exposure to unpleasant environmental conditions and/or hazards. Occasional outside work. 

The noise level in the work environment is usually moderate, however, noise level during events can be significant. 

Physical effort required: Occasional. 

Safety-Sensitive: This position is a safety-sensitive position and is subject to random drug testing. 

Qualifications

Minimum Qualifications: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. 

Knowledge of: Community groups (such as non-profits, volunteer organizations, third-party event organizers), sponsorship, marketing, event planning and athletic organizations. 

Skills in: Event planning, administration/enforcement of policies and procedures, communication, development of a variety of plans and reports (such as marketing, sponsorship packages and monthly division reports). 

Ability to: Operate in a fast-paced environment, multi-task and communicate efficiently and effectively with multiple Department divisions, residents, event organizers and/or groups at a time, represent the Township to the general public in a professional demeanor and exemplify Township standards at all times, remain flexible and adapt as needed and work alternate hours, holidays and weekends when required. 

Education: Bachelor’s Degree in Parks and Recreation, Sports Management or related field required.

Experience: Over three (3) years up to and including five years related experience.

Licenses and Certifications: 

• Must possess or obtain a Texas driver’s license within the first ninety (90) days of employment and meet the driver safety policy requirements.

• Must possess or obtain within the first year of employment Race Director Certification through USA Triathlon (USAT), USA Track and Field (USATF) or similar agency. 

• Certified Park and Recreation Professional (CPRP) preferred. 

• First Aid/CPR/AED certification preferred. 

Computer Skills: To perform this job successfully, an individual should be proficient in Microsoft Office. Experience with ActiveNet/ActiveWorks (or similar reservation/registration software) preferred. Experience with Adobe Suite (Illustrator and Photoshop) preferred. 

The Woodlands Township is an Equal Opportunity Employer and values diversity at all levels of its workforce.