Special Events Coordinator

Are you a creative, resourceful, and engaging events professional? Do you enjoy organizing small and large-scale events to build a greater sense of community? If this sounds like you, the City of Cleveland Heights, Ohio has a unique opportunity! The City seeks a Full-time Special Events Coordinator who is an energetic and passionate self-starter to help facilitate the needs of various City departments in their planning of community events. This position is a perfect opportunity for someone who can bridge logistical organizing with communications.

SUMMARY: Under the general direction of the Director of Parks and Recreation, the Special Events Coordinator is responsible for both short-term and long-term planning of annual City-sponsored events, spontaneous events, seasonal events, and the City’s participation in externally sponsored events. The Special Events Coordinator will work closely with the Mayor’s Office, the Communications Department, Cain Park, and the Finance Department to execute events on time and within budget, with an underlying goal to grow community participation to increase exposure and engagement with our City parks and facilities.

Essential Duties & Responsibilities

This is not a comprehensive list of duties or responsibilities; however, the special Events Coordinator shall:

• Act as the primary point of contact with City departments and the Mayor’s Office when organizing events
• Act as the primary point of contact between the City, vendors, and participants
• Participate in and contribute to the communications strategy led by the Communications Department, including seeking approvals from the Mayor’s Office for messaging and design
• When appointed, the Special Events Coordinator will work with external organizations or individuals to assist in organizing events
• Work with the Finance Department to plan out events, share budgets, and execute vendor payments
• Work with the Law Department to create contracts for vendors
• Work with the Mayor’s Office to facilitate sponsorship conversations with external partners
• Work with Parks and Properties staff to set up and break down events in a timely fashion
• Be on site for all prep work leading up to an event and during the event itself
• Monitor sites to ensure cleanliness, safe operation, and preventative/corrective maintenance of equipment and facilities.
• Coordinate internal support services (e.g.: public works) and external services (e.g.: garbage pick-up) in support of daily parks and program operations.
• Assist with light maintenance duties of maintaining various parks sites including, but not limited to, debris removal, trash disposal etc. particularly after events.
• Identify and recommend sources for alternative funding including: sponsorships, scholarships, grants, and partnerships. Prepare funding applications and status reports as needed.
  
  

Supervisory Responsibilites

The Special Events Coordinator will supervise all relevant staff leading up to, during, and after an event.

Qualifications

Knowledge of:

• Office procedures and equipment
• Customer service principles
• Recordkeeping principles
• Keyboarding techniques
• Filing procedures and practices
  
  

Skill In

• Interacting with a wide range of people of diverse ages and backgrounds
• Using modern office equipment
  
  

Ability To

• Provide customer service
• Process routine forms and documents
• Maintain records and files
• Keep privileged information confidential
• Communicate and use interpersonal skills to interact with coworkers, supervisor, general public, etc. to sufficiently exchange or convey information and to receive work direction
  
  

Education And/Or Experience

High School Diploma or G.E.D. and six (6) months of customer service experience; or, an equivalent combination of education and experience sufficient to successfully perform the essential duties of the job such as those listed above.

Additional Information

The work environment and 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.

PHYSICAL DEMANDS

Sedentary Work: Exerting up to 10 pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects, including the human body. Sedentary work involves sitting most of the time. Jobs are sedentary if walking and standing are required only occasionally, and all other sedentary criteria are met.

WORK ENVIRONMENT

The work will occur in an office and field environment. While performing the duties and responsibilities the employee may be exposed to varying weather conditions and other related conditions and situations.

The City of Cleveland Heights is an equal opportunity employer (EOE) committed to an alcohol / drug free workplace and to providing equal opportunities regardless of age, race, color, gender, religion, national origin, marital status, veteran status, disability or any other legally protected status.