Special Events Coordinator

GENERAL PURPOSE

The Special Events Coordinator provides essential support to the Cultural Affairs & Special Events Department. Primary responsibilities include coordinating the City’s event permitting processes for festivals, filming, parades, and neighborhood block parties; maintaining the Citywide events calendar; and supporting public art initiatives while maintaining and updating the City’s public art inventory and database.

The coordinator also assists with on-site logistics, vendor coordination, communications, and operational needs for City-produced cultural programs and special events. This role ensures that events are well organized, compliant with City requirements, and contribute to a vibrant and engaging community experience throughout Joliet

ESSENTIAL DUTIES AND RESPONSIBILITIES

· Facilitate the City’s special event permitting process for festivals, filming, parades, and block parties.

· Serve as a liaison with City departments and agencies to coordinate logistics, public safety, and municipal services for permitted and City-sponsored events.

· Manage a Citywide events calendar.

· Support City-produced programs and events at Billie Limacher Bicentennial Park, City Square and as directed in the neighborhoods, including site planning, layout, permitting, contracts, and technical production elements such as staging, lighting, sound, accessibility, and power.

· Coordinate on-site staff and contractors to ensure smooth and successful event execution.

· Maintain and update the City’s public art inventory and database, including condition reports and maintenance schedules.

· Support the Director of Cultural Affairs & Special Events and the Joliet Arts Commission by preparing meeting agendas, reports, correspondence, and facilitating communication between commissioners, staff, and City departments.

· Coordinate and implement City-led public art projects, including murals, sculptures, temporary installations, and creative placemaking initiatives.

· Coordinate the public art review and approval process, ensuring compliance with City policies and alignment with community and cultural goals.

· Administer calls for artists, selection panels, and artist contracts.

· Collaborate with City departments, developers, and community organizations to integrate art into public spaces and capital projects.

· Perform additional related duties as assigned.

REQUIRED KNOWLEDGE, SKILLS AND ABILITES

· Knowledge of event planning, public art processes, and municipal permitting procedures.

· Strong organizational and project management skills with the ability to manage multiple programs simultaneously.

· Ability to collaborate effectively with City staff, community partners, artists, and event organizers.

· Proficiency in Microsoft Office Suite and project management or database tools.

· Excellent written and verbal communication skills, including report writing and public presentation.

· Familiarity with contract administration, budgeting, and procurement processes.

· Commitment to diversity, equity, and inclusion in cultural programming and community engagement.

· Creative, detail-oriented, and adaptable to changing priorities and timelines

QUALIFICATIONS

· Bachelor’s degree from an accredited college or university in arts administration, public administration, communications, event management, or a related field.

· 2–4 years of professional experience in special event coordination, public art administration, or cultural programming.

· Experience working in a municipal, nonprofit, or community arts environment preferred.

· Any combination of education and experience that demonstrates the required knowledge, skills, and abilities will be considered.

SPECIAL REQUIREMENTS

Must possess a valid State of Illinois motor vehicle operator’s license.

TOOLS AND EQUIPMENT USED

Telephone, personal computer with appropriate software, copy machine, 10-key calculator, fax machine and any other equipment that may come into common use or be necessary to perform needed tasks.

PHYSICAL DEMANDS

The physical demand described here are representative of those that must be met by employee to successfully perform the essential functions of their 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 frequently required to sit and talk or hear. The employee is occasionally required to walk, use hands to finger, handle, or feel objects, tools, or controls and to reach with hands and arms. The employee is occasionally required to walk, stoop, and bend or reach from a standing or stooping position.

The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision and the ability to adjust focus.

WORK ENVIRONMENT

The work environment characteristics described here are representative of those typically encountered while performing the essential function of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The work is generally performed in an office environment. The noise level in the work environment is usually quiet, except for office equipment background noises, subject to frequent interruptions by telephone callers and walk-in visitors.

SELECTION GUIDELINES

Formal application, rating of education and experience; oral interview and reference check; job related tests may be required.

The duties listed above are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to the position.

This job description does not constitute an employment agreement between the employer and employee and is subject to change by the employer as the needs of the employer and requirements of the job change.

DISCLAIMER

The above statements are intended to describe the general nature and level of work being performed by an employee assigned to this position and are not intended to be an exhaustive list of all responsibilities, duties and skills required of personnel so classified. The omission of specific statements of duties does not exclude them from the position if the work is similar, related, or a logical assignment to the position.

The job description does not constitute an employment agreement between the employer and employee and is subject to change by the employer as the needs of the employer and requirements of the job change.

Pay: $70,000.00 - $115,621.00 per year

Benefits:

• Health insurance
• Health savings account
• Paid time off
• Retirement plan
• Vision insurance

Work Location: In person

Salary : $70,000 - $115,621