Special Events Coordinator

Galveston; Galveston (TX); Hybrid; USD 42,000 - 56,000; Full time

Job summary

The City of Galveston is seeking a proactive administrator to provide broad support to the Director of Parks and Recreation and staff. You will handle special event coordination, permit processing, sponsor liaison, and budget monitoring, while assisting in staffing and public safety planning.

Responsibilities include data entry, file management, and customer service for inquiries from the public, City staff, and committees. Strong communication and project management skills are essential.

Qualifications

• High school diploma or GED equivalent required.
• Bachelor’s degree in Recreation Administration, Event Management or a related field preferred; AND two years of experience in event planning, coordination, and management or coordinating permits.
• Acceptable substitutes for education/experience with related work proficiency.

Responsibilities

• Process permutation special event permit applications and ensure compliance with regulations.
• Meet with event sponsors; plan scope and format; monitor budgets and goals.
• Assist in staffing events, including traffic control and public safety concerns.
• Schedule and attend meetings for events, boards and committees; update the City website.

Skills

Event planning

Budgeting

Customer service

Project management

Communication

Time management

Multi-tasking

Education

Bachelor’s degree in Recreation Administration or related field

High school diploma or GED

Tools

Microsoft Office

Excel

Word

PowerPoint

Job description

Job Description SUMMARY

An island community rich in history and opportunity, Galveston is the ideal place to live, work and raise a family! Under limited supervision, provides broad administrative staff support to the Director of Parks and Recreation and staff; performs special event preparation and coordination for the City.

ESSENTIAL FUNCTIONS

• Processes special event permit applications; contacts applicants; ensures compliance with regulations, laws and ordinances; ensures the satisfaction of participants; resolves concerns; reconciles permit fees and City labor/equipment costs; issues required permits.
• Meets with sponsors regarding special events; plans scope and event format; implements and monitors city event budgets and goals; arranges programs, events or conferences; coordinates speakers.
• Assists in planning staffing for events, including traffic control; addresses public safety concerns.
• Schedules and attends meetings for special events, boards and committees; updates the City web site; conducts research.
• Data entry; monitors and updates event budget spreadsheets; orders, organizes and maintains files, records and correspondence; creates reliable financial reports and collects payments on time.
• Maintain a working knowledge of complex needs of a wide variety of events Assists with facility rentals as needed; provides tours to City-owned facilities; schedules and attends rental meetings and bookings; supports the functions and operations of the 1880 Garten Verein and the Historic Water and Electric Light Community Center.
• Screens and routes phone calls; greets visitors; schedules appointments.
• Provides customer service; responds to questions from the public, City staff, Board and committee members, and outside entities.

KNOWLEDGE AND SKILLS

Knowledge: City organization, operations, policies, and procedures.

Principles and practices of special event planning.

Modern office practices, procedures and equipment.

Financial reporting systems.

Record keeping and reporting.

City codes and ordinances.

Principles and practices of customer service.

Principles and practices of project management.

Business and personal computers, and spreadsheet software applications.

Skill in: Handling situations requiring diplomacy, fairness, firmness and sound judgment. Providing efficient customer service. Understanding and applying City policies and procedures. Explaining City policies and procedures. Creative thinking. Time management. Multi-tasking. Establishing and maintaining cooperative working relationships with all levels within the City. Communicating effectively verbally and in writing.

Microsoft Office Products: Excel, Word, PowerPoint

MINIMUM QUALIFICATIONS

High school diploma or GED equivalent required.

A Bachelor’s degree in Recreation Administration, Event Management or a related field is preferred; AND two (2) years of experience in event planning, coordination, and management and/or in coordinating permitting among departments and/or supporting a multi-disciplinary task force which reviews permits. Any work‑related experience resulting in acceptable proficiency levels in the above Minimum Qualifications is an acceptable substitute for the above specified education and experience requirements.

LICENSE AND CERTIFICATION

Possession of a valid Texas driver’s license.

PHYSICAL DEMANDS AND WORKING ENVIRONMENT

Work is performed primarily in a standard office environment with some exposure to an outdoor work environment. May be exposed to extreme weather conditions. May be required to lift and carry items weighing up to 25 pounds.

Compensation Range DOQ

The City of Galveston is an equal opportunity employer and will consider only the qualifications of the applicants. The City does not tolerate any form of discrimination based on race, color, religion, sex, age, national origin, or physical/mental disability in employment or provision services.

Galveston Island is a coastal barrier island located along the Gulf Coast of Texas. Galveston's convenient coastal location along with its close proximity to Houston, has contributed to the city becoming the economic engine it is today - including being the employment center of Galveston County. The City of Galveston has a population of approximately 50,000 and is home to key industries in medicine, education and maritime.