Community Coordinator

City of Cupertino; Cupertino (CA); On-site; USD 25,000 - 41,000; Part time

Job summary

City of Cupertino is seeking a part-time Community Coordinator to support Parks and Recreation in community outreach, administrative tasks, and event-related activities. The role includes serving as the primary contact for rental groups during evenings and weekends, coordinating AV needs, and ensuring high-quality customer service across multiple programs.

The position is non-benefited, limited to up to 995 hours per fiscal year, and requires availability on weekdays, weeknights, and weekends.

Qualifications

• Knowledge of how to develop, produce, and manage events.
• Some experience with audio visual set ups in buildings or for events.

Responsibilities

• Perform administrative tasks such as filing, organizing reports, data entry and mailings.
• Respond to email, phone, and in-person requests from the community.
• Work with Microsoft Outlook, Word, Excel, and PowerPoint.
• Assist with event planning, promotional materials, and budget monitoring.
• Organize inventory of tools and outreach materials.
• Lead facility rentals in evenings and weekends where assigned.

Skills

Administrative tasks

Event coordination

Customer service

AV setup

MS Office

Education

Bachelor’s degree in related field

Tools

Audio-visual equipment

Job description

Definition

Under general supervision, the Community Coordinator supports the assigned division by assisting with administrative tasks, participating in community outreach events and activities, and serving as a front-line contact for rental groups during off hours. Job duties will vary depending on the program area to which the employee is assigned.

Description

Under general supervision, the Community Coordinator supports the assigned division by assisting with administrative tasks, participating in community outreach events and activities, and serving as a front-line contact for rental groups during off hours. Job duties will vary depending on the program area to which the employee is assigned.

Class Characteristics

This is a part-time, temporary, at will, non-benefited position limited to no more than 995 hours per fiscal year. This position requires availability on weekdays, weeknights, and weekends.

Essential Duties

Management reserves the right to add, modify, change, or rescind the work assignments of different positions and to make reasonable accommodations so that qualified employees can perform the essential functions of the job.

• Administrative tasks such as filing, organizing reports, printing, data entry, and mailings.
• Respond to email, phone, and in-person requests from the community.
• Work proficiently with Microsoft Outlook, Word, Excel, and PowerPoint.
• Complete office and field work with attention to detail and commitment to accuracy.
• Edit and publish program communications materials.
• Organize, restock, and track inventory of tools and outreach materials.
• And other duties as assigned.

When assigned to Preschool, Youth, Events, Festivals, and Facilities in Parks and Recreation

Act as the main contact and lead person for facility rentals in the evenings and on weekends. Work a majority of time during non-business hours on evenings and weekends.

• Trouble-shoot issues with audio visual problems, facility issues, and rental concerns. Provide support to the part-time Building Attendants and assist in providing a seamless, positive rental experience.
• Help to explain and enforce rental policies for rental users to maintain safe, working buildings and equipment.
• Support Building Attendants in providing a high level of customer service and excellent rental experience for renters.
• Work with other divisions staff within the Department to assist and trouble shoot issues that arise in the facilities during non-business hours.
• Assist the Recreation Coordinator with implementing special events, festivals, and entertainment programs such as outdoor, concerts, and other family activities.
• Assist Recreation Coordinator with research to recruit contractors and event partners, including: bands, performers, non-profit organizations, and other Cupertino-based businesses.
• Assist Recreation Coordinator with contractor camps and programs including verifying class numbers, room set ups, preparing payment information.
• Create and distribute promotional marketing materials, including: flyers, signage, posters, and other collateral.
• Participate in preparing and monitoring a program budget.
• Monitor, schedule, and evaluate part-time employees and volunteers.
• Build and maintain positive working relationships with co-workers, other City employees, and the public using principles of good customer service.

Qualifications

Knowledge of

If assigned to the Preschool, Youth, Events, Festivals, and Facilities Division, must have knowledge of how to develop, produce, and events. Must have some experience with audio visual set ups in buildings or for events.

Ability To

• Ability to organize, direct, and supervise a series of events and activities, including facility rentals.
• Set up and trouble shoot audio visual systems for events and rentals.
• Work independently while completing tasks for multiple programs.
• Keep records and prepare reports.
• Maintain detailed knowledge of audio-visual equipment and its use for rentals and events.
• Help to establish written information and assist with training on equipment and facilities.
• Establish and maintain effective working relationships with employees, community groups, and the public.

Experience And Education

Any combination of training and experience that would provide the required knowledge, skills, and abilities is qualifying. A typical way to obtain the required qualifications would be:

• Equivalent to graduation from an accredited four-year college or university with major coursework in recreation/leisure services, information management, or a related field.
• Prior experience in a related field is preferred and one or more years of work experience is desirable.

Licenses and Certifications

Possession of, or ability to obtain, a valid California Driver's License by time of appointment.

Additional Information

The City of Cupertino is an equal opportunity employer and does not discriminate in employment on the basis of a person's race, religion, color, sex (including gender and pregnancy), sexual orientation (including heterosexuality, homosexuality, and bisexuality), national origin, ancestry, citizenship status, uniformed service member status, marital status, age, medical condition, genetic characteristics, and physical or mental disability. Candidates with a disability, which may require special assistance in any phase of the application or testing process, should advise the City of Cupertino Human Resources upon submittal of application. Documentation of the need for accommodation must accompany the request.

The information contained within this announcement may be modified or revoked without notice and does not constitute either an expressed or implied contract.