special event coordinator - Greenville, United States - City of Greenville, SC

Description

Salary : $49, $69,300.00 Annually

Location : 206 S. Main Street - Greenville, SC

Job Type: Full Time

Job Number: 01136

Department: PARKS, RECREATION & TOURISM (PRT)

Division: SPECIAL EVENTS/EVENT MANAGEMENT

Opening Date: 04/15/2024

FLSA: Exempt

Brief Description

Job Summary

Under general direction, organizes, creates, and manages City special events to include festivals, concert series, and seasonal events. Acts as on-site coordinator, exercising a moderate level of discretion in the interpretation and application of policies, operating procedures, and rules in organizing and directing event staff and volunteers throughout events. Sets up and breaks down special event equipment (i.e. tents, tables, chair signs, banners, audio-visual equipment, etc.). Administers or assists in administering public property programs to include street performers, news racks, and sidewalk encroachments.

Job Duties

Essential Functions

% of Time

• Plan, Coordinate, and Evaluate Assigned Event Logistics: Organize, create, and manage special events including festivals, concert series, and seasonal events. Schedule and conduct organizational meetings to determine special event goals and objectives. Create and present presentations, speeches, event proposals, etc. to City management, event boards of directors, and/or prospective event representatives. Select and reserve event locations. Act as a liaison between contracted event representatives and local authorities, vendors, and suppliers. Write and administer contracts and service agreements with entertainment groups, vendors, etc. according to established ordinances and policies. Ensure delivery of agreed upon terms and coordinate payment for services. Evaluate and recommend improvements for all aspects of special events (i.e. taking inventory, ordering process, and ticket redemption). Coordinate one or more of the following event areas:
• • Entertainment: Book musical and various entertainment acts (e.g. bands, performance artists, etc.) for special events. Coordinate entertainment logistics to include layout and setup of stages. Act as liaison between entertainment group, sound company, emcees, etc.
  • Operations/Logistics: Coordinate with local authorities to ensure all permits/applications are completed in a timely manner. Create site maps and build-out spreadsheets for staff, crew, vendors, City departments, and local authorities to ensure the success of special events. Write and distribute event notification letters to all event staff and volunteers. Create and maintain a database of all vendor contact information. Recruit, interview and coordinate schedules for temporary staff for special events.
  • Saturday Market: Coordinate all aspects of the City's Saturday Market event series. Create and manage weekly activities for each market to include chef demonstrations, educational, and community events. Develop and monitor event budget. Administer Electronic Benefit Transfer (EBT) program to include coordinating with regulatory agencies and reconciling funds. Setup and implement market fees and pricing structures, as well as, collect and track revenues and outstanding payments. Administer best practices related to all food handling and safety according to applicable regulatory agencies.
  • Vendors: Solicit various types of vendors (e.g. food) for special events. Oversee pricing structures and plans for vendors. Review vendor applications and select/approve vendors accordingly. Coordinate logistics for vendor load-in and load to and from events. Ensure and enforce compliance with City ordinances and event policies and procedures.
  • Unity Park: Organize and coordinate Unity Park Welcome Center event space rentals and sales requests. Serve as a subject matter expert on Unity Park event capacity and layout schemes. Ensure businesses and vendors operating within Unity Park are notified of upcoming and ongoing events and rentals.
  • Volunteers: Recruit and solicit community volunteers, non-profit groups, and corporate groups for special events. Manage and provide leadership to volunteer leaders on each event, conduct meeting and training sessions for group coordinators, and develop written protocols for all volunteers at events. Answer potential volunteer inquiries, track volunteer schedules, create job descriptions and maintain the volunteer database.

60%

• Provide On-Site Event Management: Act as on-site coordinator by organizing, training, assigning tasks, and supervising event staff and volunteers throughout events. Coordinate and assist with event logistics to include organizing, setting-up and breaking down event equipment (i.e. tents, tables, chairs, signs, banners, audio-visual equipment, etc.). Proactively identify and evaluate special event infrastructures in order to troubleshoot any issues that may arise. Organize and manage special events vendor load-in and load-out of equipment. Monitor vendors, sponsors, and general-public to ensure event compliance. Coordinate with other City departments on issues of public safety and City ordinance compliance. Write, edit, and gather photo content for web pages and social media as needed.

30%

• Provide Administrative Support for Permitting Processes: Administer or assist in administering public property programs to include street performers, news racks, and sidewalk encroachments. Review permit applications, obtain proper approvals, and create permits to distribute to participants accordingly. Maintain a directory of all approved permits and contacts. Ensure ordinance compliance by permit holder. Act as liaison between the public, businesses, and permit holders to address any issues that may arise. Serve as backup to Special Event Manager for processing special event and filming permits.

10%

Perform other duties as assigned.

Qualifications

Job Requirements

• Bachelor's degree in parks, recreation, event management or related field.
• Over two (2) years of experience in planning and executing special events.
• CPR, First Aid, & AED certification within one (1) year of employment.

Driver's License Requirements

• Valid South Carolina Class D Driver's License.

Performance Requirements

Knowledge of:

• Special event management principles and best practices.
• Trends and current developments in special event planning and emergency management procedures.
• Principles and processes for providing customer and personal services including a desire to help customers regardless of their circumstance.
• Standard office practices and equipment.

Ability to:

• Read, comprehend, and apply knowledge of laws, ordinances, rules, regulations and procedures as they relate to City programs and events.
• Respond to and resolve difficult citizen inquiries and complaints, and advise the public on policies, procedures & regulations.
• Deal with a system of real numbers; and practical application of fractions, percentages, ratios/proportions, and measurement.
• Write policies, contracts, speeches, formal presentations, and/or technical and legal documents and correspondence.
• Think independently and the ability to conceptualize and develop new or improved procedures, techniques or ideas appropriate to the work environment.
• Work independently, exercise effective judgment and professional thinking.
• Supervise employee performance and motivate, train, evaluate, counsel, and discipline as required.
• Prioritize workload and manage time efficiently, meet deadlines and complete assignments in a timely manner.
• Establish and maintain effective working relationships with City departments, general public, and key stakeholders.
• Successfully complete time-sensitive and/or high-profile projects through collaboration, consensus, and creativity.
• Proficiently use software and systems to include graphic design software (Adobe Creative Suite, to include Photoshop and Illustrator), social media platforms (e.g. Facebook, Twitter, Instagram, and Hootsuite).
• Operate department equipment to include DSLR cameras and associated lenses, hand trucks, and vehicles.
• Operate general office equipment to include scanner, printer, copier, telephone, and computer with Microsoft Office Suite.
• Operate the following machines, tools, and equipment: box truck, light towers, credit card machine, audio visual equipment, vehicle, golf cart, movie screen and projector, two-way radio, generators, calculators, laminating machine, backpack blower, Zamboni, dehydrator, ice skate sharpener and handcarts.

Other Information

Working Conditions

Primary Work Location: Office environment and outdoor festivals and events.

Protective Equipment Required: Closed-toe shoes, rain jacket, gloves, hat, and sunglasses.

Environmental/Health and Safety Factors:

Frequent exposure to unpleasant environmental conditions and/or hazards. Majority of work performed outside or with exposure to risk. Weekly exposure to extreme temperatures and wetness and/or humidity. Seasonal exposure to respiratory hazards, noise and vibration, and physical hazards.

Physical Demands:

Continuously requires using vision. Frequently requires standing, fine dexterity, walking, carrying, sitting, reaching, talking, pushing/pulling. Occasionally requires lifting, handling, kneeling, bending, crouching, climbing, balancing, reaching, and using hearing. Medium strength demands include exerting 20-50 pounds occasionally, 10-25 pounds frequently, or up to 10 pounds constantly.

Mental Demands:

Frequently requires time pressures, frequent change of tasks, irregular schedule/overtime, performing multiple tasks simultaneously, working closely with others as part of a team, tedious or exacting work, and noisy/distracting environment. Occasionally requires emergency situations.

Americans with Disabilities Act Compliance

The City of Greenville is an Equal Opportunity Employer. To perform this job successfully, an individual must be able to perform each essential job duty satisfactorily. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform essential job functions. Prospective and current employees should contact Human Resources to request an ADA accommodation.

Disclaimer

The above information on this description has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications required of employees assigned to this job.

The City of Greenville offers a comprehensive and affordable benefits package designed to provide a variety of choices to best fit the needs of our employees and their families. View more details about these benefits here:

HEALTH INSURANCE

The City offers the following health insurance options to eligible employees:

• Medical
• Dental
• Vision
• Basic Term Life
• Employee Supplemental Life
• Spouse Term Life
• Child Term Life
• Short Term Disability (STD)
• Long Term Disability (LTD)
• Voluntary Benefits (Critical Illness, Accident, Hospital Care, etc.)

All health insurance coverage is effective the first of the month following the employee's hire date except for LTD which is effective the 91st day following date of hire.

LEAVE & HOLIDAY BENEFITS

• General Leave is earned/accrued biweekly by all regular, full-time and permanent part-time employees as a percentage of normal work hours.
• The City of Greenville observes 11 paid holidays.

RETIREMENT BENEFITS
The City is a member of the South Carolina State (SCRS) and Police Officers (PORS) defined benefit Retirement Systems.

AWARDS & RECOGNITION

• Employee Recognition & Awards Program (ER&A)
• Employee Service Awards
• Longevity Bonus

OTHER BENEFITS & OPPORTUNITIES

• Worker's Compensation
• Deferred Compensation
• Flexible Spending Accounts (FSA)
• Employee Assistance Program (EAP)