Special Event Coordinator

City of Kalamazoo; Kalamazoo (MI); On-site; USD 40,000 - 55,000; Full time

Job summary

The City of Kalamazoo seeks an administrative professional for the Parks & Recreation Department. This role involves managing special events, providing administrative support, and collaborating with various community organizations. Candidates should possess a Bachelor's degree and relevant experience in recreation management. Strong organizational and communication skills are essential for success in this position.

Qualifications

• Bachelor's Degree from an accredited institution.
• At least one year of experience in recreation/sport management.
• At least one year of experience in recruiting and managing volunteer staff.

Responsibilities

• Coordinates customer-initiated special events and manages administrative duties.
• Tracks reservations and prepares reports on park and facility use.
• Engages with community agencies related to Parks and Recreation programming.

Skills

Organizational skills

Time-management skills

Collaboration skills

Attention to detail

Communication skills

Education

Bachelor's Degree

Tools

Microsoft Word

Microsoft Excel

Microsoft Outlook

Job description

Performs general administrative, secretarial, and technical duties for the Parks & Recreation Department; manages organizing, planning, and coordinating customer-initiated special events in the city. Responsible for processing and tracking data and documents related to special events, creating correspondence, and providing administrative support. Develops rental contracts for park reservations, accepts payments, and processes them. Plans, organizes, executes, and evaluates internal special events and programs.

1. Performs receptionist and cash-handling duties.
2. Provides administrative support, including assistance with park and facility reservations and recreation program/class registration.
3. Tracks reservations using Parks & Recreation software and prepares correspondence.
4. Serves as backup to the secretary of the PRAB board.
5. Coordinates all aspects of customer-initiated special events, acting as liaison between city departments involved in event delivery.
6. Gathers information from City staff to bill event organizers and community organizations for city resources.
7. Prepares reports on park and facility use and other relevant reports.
8. Communicates venue options to citizens for various events.
9. Collaborates with the City Manager's Office to provide current event information for promotional purposes.
10. Conducts Parks and Recreation programs and events for youth, families, and teens, including evenings and weekends.
11. Coordinates with media outlets for promotion and marketing of events and programs.
12. Coordinates and manages programs and events at schools, parks, Youth Development Center, and other community facilities.
13. Oversees on-site management of special events, including promotion.
14. Assists in hiring, training, and placing temporary employees and volunteers.
15. Distributes promotional materials and utilizes social media for program promotion.
16. Engages with community agencies related to Parks and Recreation programming.
17. Develops partnerships for programs and events.
18. Builds and maintains relationships with schools and neighborhood associations.
19. Attends meetings and acts as liaison between the department and community organizations.

Minimum Qualifications

• Bachelor's Degree from an accredited institution.
• At least one year of experience in recreation/sport management.
• At least one year of experience in recruiting and managing volunteer staff.

Knowledge, Skills, and Abilities

• Knowledge of office procedures, complex record-keeping, and report preparation.
• Strong typing skills.
• Familiarity with special event processes and terminology.
• Ability to create impactful business communications.
• Excellent organizational and time-management skills.
• Attention to detail and ability to multi-task and plan complex activities.
• Proven ability to coordinate activities across multiple contributors and functions.
• Strong collaboration skills and ability to build positive relationships.
• Familiarity with event logistics and data-retention procedures.
• Proficiency in Microsoft Word, Excel, Outlook, and website/social media updates.