Hall County School System
Special Events Coordinator
Hall County School System, Gainesville, GA, United States
JOB SUMMARY:
Responsible for coordinating the administration and logistics of County wide special events and programs for Parks & Leisure facilities. Must provide a high level of customer service. Assists Parks & Leisure Services with planning and implementation of various seasonal recreation and/or athletic programs.
ESSENTIAL FUNCTIONS AND RESPONSIBILITIES:
Conducts surveys & assessments to evaluate event and program needs.
Plans special events and programs such as festivals, concerts, parties, exhibitions, classes, etc.
Coordinates services, materials, and support systems needed for events and programs.
Negotiates and administers related contracts. Ensures contractual obligations are met.
Develops and enhances working relationships with various organizations, non-profits, service organizations and businesses.
Markets, promotes and obtains sponsorships for special events and programs.
Prepares fee schedules, application forms & other event / program related documents.
Collects fees and deposits monies received. Monitors and records related expenses and revenues, billing and reconciliations.
Recruits and hires qualified individuals to lead, coach and/or instruct programs; reviews and monitors volunteers.
Regular and predictable attendance is required.
Prepares reports as required
Designs, coordinates and publishes event / program and departmental advertising including but not limited to: posters, brochures, flyers, press releases and social media. Publishes monthly departmental newsletter.
Directs and participates in setting up and breaking down of decorations, displays, tables, chairs and equipment before and after events.
Assists Facility and Athletic Coordinators with the planning and implementation of various recreational, program and athletic events.
Provides a high level of customer service and builds and maintains relationships with coworkers and the public.
Discerns work priorities, meets deadlines, with limited supervision
Work a flexible schedule which includes evenings, weekends, some holidays.
Performs other duties as assigned.
MATERIALS AND EQUIPMENT USED:
AV Equipment
Software applications
General Office Equipment - Copier, Laminator, Etc.
Computer
Recreation Supplies
Athletic Equipment
MINIMUM QUALIFICATIONS REQUIRED:
Education and Experience:
Bachelor's Degree in Recreation
Two years event / program planning experience
Any equivalent combination of education and experience which provides the minimum level of qualifications stated
Licenses and Certifications:
Valid Class I Driver's License and a satisfactory Motor Vehicle Record (MVR)
C.P.R. Certification desirable
Knowledge, Skills, and Abilities:
Experience in Event / Program planning.
Ability to solve problems.
Application of management principles and practices.
Knowledge of advertising, sales promotion, and public relations practices and principles.
Ability to be a team player.
Knowledge of first aid procedures and techniques.
Ability to plan, coordinate and monitor various events and programs.
Ability to deal courteously and diplomatically with the public.
Ability to establish and maintain effective working relationships with local government officials, private sector organization representatives, customers, employees, and the public.
Ability to communicate clearly and effectively, both orally and in writing.
Ability to effectively use computer software programs such as Microsoft Publisher, Word, Excel.
Excellent record keeping skills.
Regular and timely attendance.
ADA Minimum Qualifications:
Physical Ability: Essential functions of this position continuously require the ability to remain in a stationary position (sitting or standing);operate a computer and other office machinery, such as a calculator, copier, and printer. Incumbents must continuously be able to think analytically; handle stress and emotion, concentrate on tasks, remember names and other details; examine and observe details; make decisions, and adjust to change. Incumbents must also continuously direct others; meet deadlines; stay organized; use math/calculations and use a keyboard/type.
Essential Functions frequently require the ability to move about inside the office; and move/transport items up to 10lbs.
Essential functions occasionally require the ability to bend body downward and forward by bending spine and legs, and twisting at the waist, hips or knees; reach overhead; push or pull; and repetitively use hands/arms/legs. Incumbents in this position are occasionally required to be on-call and work irregular hours.
Sensory Requirements: Essential functions regularly require the ability to use effective verbal and written communication; and use of hand/eye coordination and fine manipulation to use equipment.
Environmental Factors: Essential functions of this position continuously require the ability to either work with others or work alone.
This class specification should not be interpreted as all-inclusive. It is intended to identify the major responsibilities and requirements of this job. The incumbents may be requested to perform job-related responsibilities and tasks other than those stated in this specification.
*Some weekends and evenings may be required*
Responsible for coordinating the administration and logistics of County wide special events and programs for Parks & Leisure facilities. Must provide a high level of customer service. Assists Parks & Leisure Services with planning and implementation of various seasonal recreation and/or athletic programs.
ESSENTIAL FUNCTIONS AND RESPONSIBILITIES:
Conducts surveys & assessments to evaluate event and program needs.
Plans special events and programs such as festivals, concerts, parties, exhibitions, classes, etc.
Coordinates services, materials, and support systems needed for events and programs.
Negotiates and administers related contracts. Ensures contractual obligations are met.
Develops and enhances working relationships with various organizations, non-profits, service organizations and businesses.
Markets, promotes and obtains sponsorships for special events and programs.
Prepares fee schedules, application forms & other event / program related documents.
Collects fees and deposits monies received. Monitors and records related expenses and revenues, billing and reconciliations.
Recruits and hires qualified individuals to lead, coach and/or instruct programs; reviews and monitors volunteers.
Regular and predictable attendance is required.
Prepares reports as required
Designs, coordinates and publishes event / program and departmental advertising including but not limited to: posters, brochures, flyers, press releases and social media. Publishes monthly departmental newsletter.
Directs and participates in setting up and breaking down of decorations, displays, tables, chairs and equipment before and after events.
Assists Facility and Athletic Coordinators with the planning and implementation of various recreational, program and athletic events.
Provides a high level of customer service and builds and maintains relationships with coworkers and the public.
Discerns work priorities, meets deadlines, with limited supervision
Work a flexible schedule which includes evenings, weekends, some holidays.
Performs other duties as assigned.
MATERIALS AND EQUIPMENT USED:
AV Equipment
Software applications
General Office Equipment - Copier, Laminator, Etc.
Computer
Recreation Supplies
Athletic Equipment
MINIMUM QUALIFICATIONS REQUIRED:
Education and Experience:
Bachelor's Degree in Recreation
Two years event / program planning experience
Any equivalent combination of education and experience which provides the minimum level of qualifications stated
Licenses and Certifications:
Valid Class I Driver's License and a satisfactory Motor Vehicle Record (MVR)
C.P.R. Certification desirable
Knowledge, Skills, and Abilities:
Experience in Event / Program planning.
Ability to solve problems.
Application of management principles and practices.
Knowledge of advertising, sales promotion, and public relations practices and principles.
Ability to be a team player.
Knowledge of first aid procedures and techniques.
Ability to plan, coordinate and monitor various events and programs.
Ability to deal courteously and diplomatically with the public.
Ability to establish and maintain effective working relationships with local government officials, private sector organization representatives, customers, employees, and the public.
Ability to communicate clearly and effectively, both orally and in writing.
Ability to effectively use computer software programs such as Microsoft Publisher, Word, Excel.
Excellent record keeping skills.
Regular and timely attendance.
ADA Minimum Qualifications:
Physical Ability: Essential functions of this position continuously require the ability to remain in a stationary position (sitting or standing);operate a computer and other office machinery, such as a calculator, copier, and printer. Incumbents must continuously be able to think analytically; handle stress and emotion, concentrate on tasks, remember names and other details; examine and observe details; make decisions, and adjust to change. Incumbents must also continuously direct others; meet deadlines; stay organized; use math/calculations and use a keyboard/type.
Essential Functions frequently require the ability to move about inside the office; and move/transport items up to 10lbs.
Essential functions occasionally require the ability to bend body downward and forward by bending spine and legs, and twisting at the waist, hips or knees; reach overhead; push or pull; and repetitively use hands/arms/legs. Incumbents in this position are occasionally required to be on-call and work irregular hours.
Sensory Requirements: Essential functions regularly require the ability to use effective verbal and written communication; and use of hand/eye coordination and fine manipulation to use equipment.
Environmental Factors: Essential functions of this position continuously require the ability to either work with others or work alone.
This class specification should not be interpreted as all-inclusive. It is intended to identify the major responsibilities and requirements of this job. The incumbents may be requested to perform job-related responsibilities and tasks other than those stated in this specification.
*Some weekends and evenings may be required*