Program and Event Coordinator

Overview

The City of Sherwood is seeking a Program and Events Coordinator. Under general supervision, the role plans, promotes, coordinates, and facilitates private, public, and city-sponsored programs and events at the Center for the Arts and other city-owned properties or venues. Responsibilities include planning and implementation, vendor/contractor and internal services oversight, equipment and supply needs, and safety. The coordinator works with community groups and the public to develop and execute programs and events and reviews plans and contracts to ensure adherence to city policies.

• Coordinate, implement, oversee, and promote city events and programs, including collaboration with internal departments and outside agencies.
• Staff and monitor events, performances, and programs to ensure proper facility usage and compliance with safety and policy procedures.
• Coordinate summer outdoor programs and events, including securing sponsors, vendors, and entertainment; process and distribute payments; arrange purchases or rentals; serve as the point of contact and coordinate day-of-event logistics.
• Coordinate performances, programs, and events, including securing performers, sponsors, vendors, and essential technical support; process payments; arrange purchases or rentals; serve as the point of contact and coordinate day-of-event logistics.
• Coordinate and lead event set-up and break-down; ensure equipment is maintained, in working order, and returned for next use.
• Coordinate marketing and promotions, including electronic, digital, and print media, advertisements, social media, and press relations; develop promotional posters, mailers, and website content.
• Prepare event-related documents (schedules, staffing requests, diagrams, floor plans); ensure events have applicable insurance and permits.
• Provide excellent customer service at the front desk or at events; greet visitors, answer questions, and respond to routine, non-routine, and technical inquiries.
• Coordinate the Arts Education Program, including recruitment and coordination of instructors, scheduling classes/workshops, creating publicity content, establishing registration and communications policies, and program analysis.
• Assist with Rentals at the Center for the Arts as needed; participate in coordinating special series and events; update Center for the Arts website and collaborate with the Systems Administrator on City website content; maintain software systems for tracking and reporting.
• Maintain compliance with City records retention policies; attend City boards and commissions meetings as assigned and take/record minutes as needed.
• Provide administrative support to the Department Director or Center Manager as assigned; perform routine administrative tasks (photocopying, mail, filing, etc.); process and distribute mail and receipts; track and maintain office supplies in line with City directives.
• Maintain cooperative relationships with City staff, other organizations, and the public; follow all safety rules and procedures for work areas.

• Mandatory requirements:
  
  Excellent written and verbal communication skills to interact with staff, vendors, other organizations, and the public; strong English usage, grammar, spelling, vocabulary, punctuation, and business writing; excellent organizational skills with the ability to multi-task; broad knowledge of arts management, event coordination, or community/cultural programming; proficient in computer software to produce documents, electronic/print media, advertisements, posters, mailers, schedules, diagrams, and floor plans;
  
  ability to create and revise website content.
• Education/
  
  Experience:
  
  Equivalent to high school education plus additional specialized training or a satisfactory combination of experience and training; minimum qualifications include at least 5 years of experience in arts programming, educational programming, or recreation programming.

• Previous experience in municipal governments.
• Experience with technical elements of live performance.
• Experience leading arts education, community education, or recreation programs.
• Experience and proficiency in design software.

Frequent sitting, standing, bending, kneeling, stooping, communication, reaching, and manipulation of objects. Mobility required. Ability to move materials up to 10 pounds regularly and up to 70 pounds less frequently. Manual dexterity and coordination required for common office equipment.

Work occurs in typical office settings and outdoors; outdoor activities may involve exposure to rain, heat, dirt, dust, fumes, etc., for up to 40% of the work period.

Supervision is not a typical function. Provides training and orientation to staff, volunteers, students, and new personnel on site policies and practices.

Works under the general direction of the Arts Center Manager or the Community Services Director.

The City of Sherwood is…