Coordinator, Entertainment & Community Engagement

JOB SUMMARY:

The Coordinator of Entertainment and Community Engagement is responsible for supporting the Manager in day-to-day operations by scheduling and coordinating appearances, managing administrative workflows, and maintaining accurate financial records. This role oversees the preparation and tracking of payroll, monitors team budgets, and ensures all documentation and spreadsheets are kept up-to-date and accurate. The Coordinator works closely with Cavs Entertainment Teams: Cavs Dance Team, Scream Team, 216Stix, Wine and Goodies and Pogoliers and external partners to ensure smooth scheduling, timely communication, and efficient execution of appearances and community events. Strong Excel skills, attention to detail, and the ability to manage multiple deadlines are essential for success in this position.

ESSENTIAL DUTIES & RESPONSIBILITIES: 

Appearance Coordination - 

• Responsible for initial conversation, vetting, scheduling, billing and tracking.
• Execution of successful appearances.
• Proactive in providing more opportunity for teams that align with our goals - 
  • Build community relationships.
  • Create revenue generating opportunities.
• Responsible for capturing content at designated appearances and important events.
• Responsible for educating entertainers on appearance purposes and key stakeholders.

Youth Sports - 

• Coordinate talent for all clinics.
• Assist in marketing plan and execution.
• Create more opportunity and more extensive plan that align with our goals
  • Build community relationships.
  • Create revenue generating opportunities.

For the Land Dance Clinics - 

• Coordinate talent for all clinics.
• Assist in marketing plan and execution in collaboration with the Social Impact & Equity team.
• Create social awareness and additional community engagement opportunities.
• Work with the Social Impact & Equity team to create recaps and reports for leadership.

Costume Storage and Inventory - 

• Assist Manager in uniform ordering, vendor payments as well as organized distribution and collection at end of season.
• Uniform tracking.
• Organize all of Parma and Rocket Arena entertainment team storage.
• Create organized and accessible inventory list for each team.
• Manages existing uniform distribution and collection each season for all teams.
• Continuously updates inventory with new items.
• Conceptualizes ideas on how to use retired inventory.

Auditions/ Signature Events - 

• Audition recruitment:
  • Assist Manager with execution of year-round marketing plan and execution for all teams.
  • Assist Manager with year-round workshop/prep-class plan specific to each teams’ market.
• Audition planning and execution:
  • Assist Manager with logistical planning and execution.
• Coordinate onboarding for all new part-time entertainers.

Vendor & Bill Management - 

• Assist Manager in vendor payments and tracking, this includes:
  • Photographers
  • Uniform Companies
  • Promo Items
  • Shoot Locations

Payroll and Timekeeping Management - 

• Schedule all entertainment team members at correct rates and event codes.
• Submit invoices and /or bill part time compensation when applicable.
• Manage each part-time team members hours, ensure prompt entry and tracking within designed payroll time window.
• Create tracking organizational systems so the department can make educated decisions around budgeting for future seasons and stay on track for current season.

Budget Management - 

• Work with Manager to budget season to season, enter data into Solver.
• Closely track the (14) budget through each spend.
• Work with Manager to submit and track POs & Requisitions.

REQUIRED QUALIFICATIONS: 

• Bachelor's Degree from a four-year College or University.
• 1-3 years of administrative or office support experience required. 
• Must be available to work onsite at Rocket Arena Mon-Fri 9:00am-5:30pm. 
• Must be available to work flexible hours including weekends, evenings, and occasional holidays. 
• Must have valid driver's license and car for transportation to off-site events.
• Ability to work in a fast-paced environment.
• Must be organized, highly motivated, and team oriented.
• Ability to manage multiple priorities and meet deadlines.
• Strong interpersonal, verbal, and written communication skills.
• Strong proficiency in Microsoft Excel, including data entry, formatting and basic formulas.

We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, national origin, sex, sexual orientation, age, disability, gender identity, marital or veteran status, or any other protected class.