Program and Event Coordinator

Events Coordinator

Under general supervision, performs a broad range of services to plan, promote, coordinate, and facilitate private, public, and city-sponsored programs and events at the Center for the Arts, and other city-owned properties or venues. Responsibilities include a variety of planning and implementation efforts; vendor, contractor and internal services facilitation and oversight; supply and equipment needs; and safety. Coordinate with community groups, and the public, in the development and execution of programs and events;

and reviews program and event plans and contracts to ensure adherence to city policies.

• Coordinate, implement, oversee, and promote city events and programs, including coordination with internal departments and outside agencies.
• Staff and monitor events, performances and programs at the Sherwood Center for the Arts to ensure proper facility usage and adherence to safety and policy procedures.
• Coordinate summer outdoor programs and events hosted by the city; including securing sponsors, vendors and arranging entertainment. Process and distribute payments and collect money as needed. Arrange for purchase or rentals as necessary. Serve as point of contact and coordinate day of event logistics.
• Coordinate performances, programs and events at the Sherwood Center for the Arts; including securing performers, sponsors, vendors and essential technical support. Process and distribute payments and collect money as needed. Arrange for purchase or rentals as necessary. Serve as point of contact and coordinate day of event logistics.
• Coordinate and lead event set-up, and break-down of city events. Assures event equipment is maintained, in working order and returned to designated areas and prepared for next use.
• Coordinate marketing and promotions for the Sherwood Center for the Arts, including electronic, digital and print media, advertisements, social media, and press relations. Develop and create promotional posters, mailers and website content.
• Prepare event-related documents, including schedules, staffing requests, diagrams, floor plans, etc. Ensures events have all applicable insurance and permits.
• Provide and ensure excellent customer service functions at the front desk of the Sherwood Center for the Arts or at special events and functions within the facility. Greet visitors and answer telephones. Respond to routine, non-routine and technical questions from internal and external customers.
• Coordinate the Arts Education Program for the Sherwood Center for the Arts, including recruitment and coordination of instructors, scheduling classes and workshops in all forms of the arts, creating content for program publicity, developing and implementing policy and procedure for registration and student communications, and analysis of the program as a whole.
• Assist with Rentals at the Center for the Arts as needed.
• Participate in the coordination of special series and events at the Sherwood Center for the Arts.
• Update Center for the Arts website, working closely with the Systems Administrator to post information on the City website. Update department used software systems that assist in tracking and reporting functions.
• Maintain compliance with City records retention policies and procedures.
• Attend City boards and commissions meetings as assigned. Take and record meeting minutes as needed.
• Provide administrative support to the Department Director or Center Manager as assigned.
• Perform a variety of routine administrative activities, such as photocopying, mail, faxing, filing, sorting documents, etc. Process and distribute incoming and outgoing mail. Accept and receipts payments.
• Track, order and maintain office supplies. Comply with City financial directives and procedures.
• Maintain cooperative working relationships with City staff, other organizations and the general public.
• Follow all safety rules and procedures for work areas.

• Mandatory Requirements: Must have excellent written and verbal communication skills to interact with staff, vendors, other organizations and the public. Skill in English usage, grammar, spelling, vocabulary, punctuation; business letter writing and the standard format for reports and correspondence. Must have excellent organizational skills and must be able to multi task. Broad knowledge of arts management principles and practices, event coordination and/or community and cultural programming.
  
  Skill in use of computer and software applications to produce documents, electronic and print media, advertisements, promotional posters, mailers, schedules, diagrams, floor plans, etc.; and ability to create and revise website content. Equivalent to high school education plus additional specialized training and or any satisfactory combination of experience and training which demonstrates the knowledge, skills and abilities to perform the above duties.
  
  Minimum qualifications:
  
  at least 5 years of experience in arts programming, educational programming, or…