Cultural Affairs & Special Events Coordinator

Town of Nantucket

Culture & Tourism

Cultural Affairs & Special Events Coordinator

The Town of Nantucket, Culture & Tourism is hiring a Cultural Affairs & Special Events Coordinator. Under the direction of the Director, the Cultural Affairs & Special Events Coordinator is responsible for the organization and scheduling of activities at Children’s Beach and overseeing the Department’s special events. This role also organizes day-to-day activities of the Special Events & Film Permitting Division of the Culture & Tourism Department and provides clerical, customer services and administrative support to the entire office including Visitor Services support.

College diploma or equivalent; two or more years of hospitality or tourism experience preferred, or any equivalent combination of education, training and experience which provides the required knowledge, skills and abilities to perform the essential functions of the job. Computer literacy especially familiarity with, or ability to learn, various project management software and electronic data management software. A valid class D Massachusetts driver’s license.

Full Time; Benefits; LiUNA Union, S2 position

Starting Hourly Rate: $39.76 (new hires) – $45.93 (employees with 20 years of service with the Town of Nantucket)

I.  Statement of Duties:
Under the direction of the Director, or their designee, the Cultural Affairs & Special Events Coordinator is responsible for the organization and scheduling of activities at Children’s Beach and overseeing and attending holiday festivities in the summer season. This role also organizes day-to-day activities of the Events Division of the Culture & Tourism Department and provides clerical, customer services and administrative support to the entire office including Visitor and Passport Services support.  

II. Supervision Required:   
Under the general supervision of the Culture & Tourism Director, or their designee, the employee is familiar with the work routine and uses initiative in carrying out recurring assignments independently with specific instruction. Supervisor reviews work to remain aware of progress, work methods, and technical accuracy.  

III. Supervisory Responsibility:  
The employee as a regular part of the job is not required to supervise other Town employees. The employee may be assigned responsibility for coordinating the work assignments of seasonal staff.

IV. Confidentiality:
The employee does not have regular access to confidential information in accordance with the State Public Records Law such as department records.

V. Accountability:
Consequences of errors, missed deadlines or poor judgment may include adverse public relations and legal percussions.

VI. Judgment:  
Numerous standardized practices, procedures or general instructions govern the work performed and, in some cases, may require additional interpretation.  Independent judgment is needed to facilitate exceptional customer service with the general public and maintain confidentiality. All duties will be performed in accordance with applicable Massachusetts General Laws, Town policies, Town bylaws and relevant state, federal and local regulations.
 
VII. Complexity: 
The work consists of a variety of office and project management duties which generally follow standardized practices, procedures, regulations, or guidelines. The sequence of work and/or the procedures followed vary according to the nature of the transaction and/or the information involved, or sought, in a particular situation.
 
VIII. Work Environment:   
Regular attendance at outdoor public events is required. The position may require evening, weekend, and holiday work and exposure to varying weather conditions while supporting departmental programs and special events. During the summer months, visitors and residents utilize Children’s Beach recreationally and ask frequent questions. Must be available to work and provide on-site support for Town-sponsored events, permitted special events, community celebrations, concerts, holiday festivities, and other departmental programs that occur outside normal business hours, including evenings, weekends, and holidays.XI. Essential Functions:
The essential functions or duties listed below 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.
Scope of services includes: 

1. Develops best practices in event permitting and review system pursuant to the Towns policies and procedures; 
2. Creates and maintains a calendar and database for all permitted events and recreational activities in consultation with the Town’s Licensing Administrator and other appropriate staff;
3. Works with Department of Culture & Tourism, The Town of Nantucket Communications Office, Nantucket Island Chamber of Commerce  and IT Department providing relevant and current information regarding events to the public on the Town of Nantucket website and ensures the website is reviewed and updated daily;
4.  Provides general administrative support for the Department when directed;
5. Contributes to the planning and coordination of arts and cultural/community events;
6. Promotes the arts and culture(s) of Nantucket, including visual arts, graphic arts, sculptural arts, decorative arts, performing arts, musical arts and literary arts through various communication channels;
7. Develops and implements processes for engaging and maintaining relationships with community stakeholders interested in developing arts and cultural events. These include but are not limited to community groups, business owners, funders, public officials, youth organizations, artists and performers; 
8. Forges relationships to help build diverse audiences and support Nantucket’s diverse populations to participate, produce, and create art and cultural related activities and collaborate with local partners on their art and cultural events;
9. Reports regularly on program activities and community events, evaluating outcomes and providing recommendations on improvements to the Director;
10. Plans seasonal Children’s Beach activities, such as arts & crafts for children and summer concerts on the bandstand series;
11. Reviews special event permits, and film permit applications submitted by organizations and collaborates with the various stakeholders to ensure the appropriate permits and approvals are obtained by the applicant; 
12. Assists with the planning of annual Town sponsored events, including but not limited to the annual 4th of July and Juneteenth Celebrations, and is required to be available to work such events when scheduled, including evenings, weekends, and holidays.
13. Evaluates all large events (over 250 participants) for Town Administration, Culture & Tourism, Police Department, Parks & Recreation Committee and the Selectboard as appropriate, including visual inspection of event locations after each event to ensure clean up and no damage.
14. Builds and maintains relationships with artists for performances, programs, and events;
15. Responds to a variety of requests from the general public both in person and via email/telephone. Respond to urgent or time-sensitive event and permitting matters outside normal business hours as directed by the Director.
16. The certification and training to process passport applications is an essential function of this position. At the direction of the Director, the employee supports the administrative processing and scheduling of passport applications.
17. Performs all other duties as assigned.

XII. Recommended Minimum Qualifications:
Education and Experience: College diploma or equivalent; two or more years of hospitality or tourism experience preferred, or any equivalent combination of education, training and experience which provides the required knowledge, skills and abilities to perform the essential functions of the job.
Special Requirements: Proficiency with Microsoft Office Suite, website content management systems, online permitting platforms, database management systems, and event management software. A valid Massachusetts class D driver’s license required
XIII. Knowledge, Abilities and Skill
Knowledge:   Working knowledge of the administration, organizational, scheduling, and promotional activities related to the execution of special events.  Knowledge of office software (project management, word processing, database management and spread sheet applications) and the internet in support of department operations. Knowledge of the town's web site in support of department operations.
Abilities:   Ability to interact effectively and appropriately with the public and other personnel, perform multiple tasks and maintain confidential information. Ability to complete multiple tasks in a timely, detailed, and accurate manner.  Ability to communicate effectively with other staff to meet deadlines and accomplish tasks. Ability to manage clerical staff.  Ability to effectively use office equipment in an efficient manner.
Skills:  Proficiency in the operation of a personal computer and office equipment and the application of office software including word processing, project management, electronic data management, spread sheet, and data base management applications; proficient business mathematical skills, recordkeeping, and customer service skills; proficient written and oral communication skills.
IX. Physical and Mental Requirements 
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 accommodation may be made to enable individuals with disabilities to perform the position’s essential functions.
 
Physical Demands:  Little or no physical demand is required to perform the work. Work effort principally involves sitting and walking to perform work tasks, with intermittent periods of stooping, and standing. The employee is occasionally required to lift objects such as books, office equipment, and computer paper.
Motor Skills:  Duties are largely mental rather than physical, but the job may occasionally require the application of basic motor skills for activities such as moving objects, operating a telephone system, computer and/or most other office equipment, word processing, filing, and sorting of papers.
Visual Demands:  The employee is required to read documents and reports for understanding and routinely for analytical purposes. The employee is rarely required to determine color differences.

Salary : $40 - $50