What are the responsibilities and job description for the Events Coordinator position at OREGON FAMILY SUPPORT NETWORK INC?
PRIMARY PURPOSE
The primary purpose of the Event Coordinator is be responsible for the smooth execution of both external and internal events, from planning and logistics to on-site management and post-event evaluation. The Event Coordinator ensures that events and activities are executed, mission-focused, and provide meaningful engagement opportunities for families, partners, and the community. The Event Coordinator supports a standardized process for receiving, reviewing, and approving event requests, as well as coordinating necessary resources, personnel, and ensuring communications are aligned and ready to support each event.
ESSENTIAL DUTIES AND RESPONSIBILITIES
Event and Outreach Coordination (80%)
- Organizes, coordinates, and manages the planning and execution of events, tabling and outreach activities, training and workforce development opportunities and parent engagement convenings as needed by the organization.
- Works with social, civic and local organizations to engage partnerships that support and enhance marketing and outreach goals.
- Communicates and coordinates with organizational staff at all levels to ensure smooth implementation of event logistics including assigned program and regional staff.
- Implements established event procedures, staff and volunteer orientation, and provide troubleshooting and safety provisions during events.
- Coordinates organizational events and training logistics including, but not limited to, venue rentals, permits, supplies and coordination with vendors and partners, including management of Eventbrite as the registration platform for training and other organizational events.
- Maintains accurate event documentation and records in support of organizational reporting.
- Schedules event planning meetings, including debriefs and evaluations.
- Coordinates and supports volunteers, staff, and community partners involved in community engagement and outreach events.
- Identifies and recommends new outreach event opportunities that align with the organization’s mission and priorities, and supports staff in planning and implementing events they have identified as part of their programmatic or regional work
- Coordinates respite opportunities in support of contracted program work.
- Works collaboratively with managers to ensure appropriate staffing coverage for tabling, community presentations, and organizational events, and provides direct staffing support for these events when other staff are not available, not in lieu of assigned program staff.
- Coordinates special and seasonal events including, but not limited to, back-to-school events, identified holiday activities, fundraising and participation in winter holiday toy drive.
- Develops and implements strategies for event recognition and appreciation for volunteers, staff, sponsors, and partners.
Administrative (10%)
- Supports outreach efforts through social media channels and other online presence.
- Maintains listings of event and training locations with details to include address, contact information, site specific details, cost, etc.
- Access and manage confidential information related to volunteers and event participation, maintaining compliance with privacy and organizational policies.
- Track and report volunteer hours related to events and development activities in constituent management software.
- Develop, produce, and maintain event schedules for volunteer assignments and activities to support the smooth execution of events and fundraising initiatives.
OTHER DUTIES AND RESPONSIBILITIES
- Provide outreach or serve as a key contact to specific communities assigned.
- Other duties as assigned or needed by the organization.
Qualifications:
- Direct experience as a parent or primary caregiver who has navigated multiple child-serving agencies, including but not limited to, mental health, addiction treatment services, child welfare.
- Proven experience in planning, coordinating, and executing events of various sizes, including community engagement, fundraising, and internal organizational events.
- Ability to manage event logistics, vendor relationships, volunteer coordination, and on-site execution while maintaining focus on the goals and mission of the organization.
- Excellent written and verbal communication skills, and ability to present and work with diverse audiences, specifically racial, ethnic, gender expression, socioeconomic, education, spiritual and alternative cultural backgrounds.
- Must be able to pass preemployment requirements, which includes a criminal and abuse background check.
- Must be able to work with multiple projects within tight timelines and deadlines.
- Ability to work independently and part of a team.
- Have reliable transportation, valid and current automobile insurance, and an insurable driving record, or access to reliable transportation.
- Comprehensive knowledge of, or ability to use, Microsoft Office (such as Word, Excel, PowerPoint), database, and electronic health record software, and virtual platforms (such as Zoom and Google Meets).
- Preference will be given to bilingual English and Spanish speaking candidates
Salary : $23 - $29