Event Coordinator (Austin Parks and Recreation)
Job Description
About This Position
Job Description:
Purpose:
Under general supervision, provide technical assistance in planning scheduled events in a public assembly/event facility.
Duties, Functions and Responsibilities:
Essential duties and functions, pursuant to the Americans with Disabilities Act, may include the following. Other related duties may be assigned.
Serves as primary department contact with event client after contracting process is completed. Assists in scheduling and booking of events.
Conducts and coordinates pre-convention/event meetings to identify client's expectations/needs.
Collects pre-convention/event information to ensure adequate space, personnel, equipment, etc. is available and to develop event work order.
Coordinates exhibitions, trade shows, meetings etc.
Coordinates planning sessions with parking, security, maintenance, event services, and contracted divisions.
Develops/draws diagrams for convention/event set-up.
Reviews/inspects work to ensure facility is ready for use. Inspects to accept/reject set-up, equipment, materials, workmanship, etc.
Enforces rules/regulations concerning the use of facility and ensure adherence to contractual terms.
Confers with representatives of user organizations and contractors (i.e. clients, outside food and beverage, outside audio/visual and decorators).
Coordinates the facility/departmental operational services during events.
Conducts and coordinate post-convention/event meetings to discuss any client concerns, issues, etc. that occur during the event.
Compiles data/information for cash reports, cost estimates, revenue estimates, etc.
Writes/drafts routine correspondence, informational reports.
Develops and makes presentations to clients, service providers and represent. facility/department as needed. Answers client/citizen questions and provide assistance.
Responsibilities - Supervisor and/or Leadership Exercised:
None.
Knowledge, Skills, and Abilities:
Must possess required knowledge, skills, abilities, and experience and be able to explain and demonstrate, with or without reasonable accommodations, that the essential functions of the job can be performed.
Knowledge of facility and event planning.
Knowledge of principles and processes for providing customer and personal services.
Knowledge of Federal, State and Local laws.
Knowledge of city practice, policy and procedures.
Knowledge of business and management principles involved in resource allocation, strategic planning, human resources and coordination of people and resources.
Knowledge of principles and methods for showing, promoting, and selling products or services.
Knowledge of marketing strategy and tactics, product demonstration, sales techniques and sales control systems.
Skill in oral and written communication.
Skill in handling multiple tasks and prioritizing.
Skill in using computer and related software.
Skill in planning and organizing.
Skill in data analysis and problem solving.
Ability to work with frequent interruptions and changes in priorities.
Ability to establish and maintain good working relationships with other city employees and the public.
Minimum Qualifications:
Graduation with a bachelor’s degree from an accredited college or university with major coursework in Business Administration, Public Administration, Marketing, Liberal Arts or related field plus one (1) year of relevant work experience in a convention center, public assembly/event facility or other related facility/industry.
Experience may substitute for education up to the maximum of four (4) years.
Licenses and Certifications Required:
None
Preferred Qualifications/Experience:
Demonstrated ability or experience in interfacing with and working with diverse communities and cultures.
Experience planning, executing, and marketing large events and public activities within diverse communities.
Experience training and mentoring program and rental team members.
Experience working with contracted vendors and partners for community programs and events.
Experience working in a government or municipal environment.
Preferred Skills:
Skills in event management software such as RecTrac, layout/diagramming software, and/or similar software.
Skills in contract management and implementation.
Intermediate level or above in Microsoft Office to include Word, Excel, Publisher, PowerPoint, Teams, SharePoint, and Outlook.
Other:
Ability to travel to more than one work location.
Notes to Candidate:
The City of Austin Parks and Recreation (APR) provides, protects and preserves a park system that promotes quality recreational, cultural and outdoor experiences for the Austin community. Working with the City of Austin provides a number of health and welfare benefits, such as medical, paid leave time, a great retirement plan, training opportunities and more! Click HERE for more information.
The purpose of the Event Coordinator position is to provide oversight and logistical support for youth and adult programs, special events, and contract/partner relationships. This position will involve planning, managing, and executing events and programs and coordinating rentals of outdoor spaces and facilities. The position will interface with numerous community organizations, city departments, and vendors and will also require cash and budget responsibilities, contract management, and implementing facility policies and procedures.
Work Location: Austin Parks and Recreation Main Office – 200 S. Lamar Blvd., Austin, TX 78704
Work/Location Schedule:
Monday through Friday, 8:00 a.m. to 5:00 p.m.
Some weekends, evenings, holidays, and special events will be required.
Work schedule and location are subject to change based on departmental needs and programs.
May be required to work during City emergencies such as extreme weather events.
Salary Range:
$57,970.00 to 70,720.00 annually.
Application Instructions/Job Requirements:
Application: A detailed, complete application is required, and applicants must include on their Employment Record all experience (work and/or volunteer) related to this job posting – up to 10 years or more; this will be used to determine your base compensation. Employment Record dates must include month and year. Verification of employment history dates on resume should match online Employment Application. Statements such as “See Resume” will not be accepted, and a resume alone will not be accepted in lieu of a complete online application.
Skills Assessments: Skills assessment(s) may be required as part of the recruitment process.
Virtual Interviews: APR may conduct virtual interviews.
Military/Veteran: An applicant claiming Military/Veteran status must provide a copy of his or her DD-214(s), or valid comparable document, at the time of interview.
Physical Requirements: Tasks may involve bending, lifting, walking, carrying, or using a force equal to lifting up to thirty-five (35) pounds. Work environment includes inside, and outside environmental conditions, extreme temperatures, and hazards associated with equipment operation including fumes, oils, gases and mists. Must be physically and mentally able to communicate, respond and work with participant’s needs and safety issues.
Other Information:
Travel: If you are selected for this position and meet the Driver Safety Standards in the City of Austin Driver Safety Program, you will drive when necessary to multiple locations as part of your regular job duties. Otherwise, you are responsible for getting to and from these locations.
90 Day Provision for Additional Vacancy: This posting may be used to fill other vacancies in other divisions/work locations within the City of Austin Parks and Recreation Department. Decisions on assigned selection will be made at the time of hire based on the business needs of the department.
Tobacco and Vape-Free Workplace: All PARD work site locations are tobacco-free. Use of tobacco products and/or e-cigarettes is not permitted on any PARD work site – including construction sites, parking lots, garages or in any personal vehicles located on the premises.
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EEO Statement for City of Austin:
The City of Austin will not discriminate against any applicant or employee based on race, creed, color, national origin, sex, gender identity, age, religion, veteran status, disability, or sexual orientation. In addition, the City will not discriminate in employment decisions on the basis of an individual's AIDS, AIDS Related Complex, or HIV status; nor will the City discriminate against individuals who are perceived to be at risk of HIV infection, or who associate with individuals who are believed to be at risk.
City of Austin is committed to compliance with the Americans with Disabilities Act. If you require reasonable accommodation during the application process or have a question regarding an essential job function, please call (512) 974-3210 or Texas Relay by dialing 7-1-1.