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Under general direction of the Events Supervisor, the Events Coordinator will assist the Events Supervisor in the coordination of the special events and performances and exhibitions. In addition to coordination, position will also be responsible for setup, facilitation, to execute events and exhibitions in the Arts Center. Demonstrated experience in hospitality, customer service and food a beverage a plus. Position must have the ability to work collaboratively with Arts Center staff, resident company artists, touring production staff and guest artists in a diverse environment. Position will also participate in other duties as assigned by their supervisor. 

This is a part-time position.          
 

• Responsible for managing the development, planning, preparation and execution for special events this would include being the lead on select events.
• Create and oversee activity and entertainment programming for events to include event activities, VIP experiences
• Oversees the vendor process to include but not limited to event supplies/entertainment, includes getting vendor quotes, creating contracts, scheduling and collecting the appropriate paperwork while ensuring on-going communication, vendor payments, and managing those vendors.
• Purchase, inventory and organize supplies used for events.
• Manage materials and signage needed for event production to include creating signage and working with sign vendor.
• Serve as a liaison between city departments and community organizations in the coordination of special events. Also serve on department committees that benefit and support the Parks Department as a whole.
• Manage on-site production to ensure smooth execution of events including trouble shooting and clean up. Determine event staffing levels and oversee internal and external work crews before, during and after events.
• Present follow up reports from events to Special Events Manager and make recommendations.
• Maintain accurate databases and files for events and perform a variety of administrative activities.
• Works in a fast paced, multi-tasked environment.
• Utilizes exceptional customer service skills while providing a safe environment at events
• Must be a team player, self-starter and creative thinker with the ability to be flexible, pay attention to details and exhibit exceptional organizational skills.
• Responsible for regular attendance and arriving to work on time.
• Other duties as required.

Technical Competencies
 
Knowledge and ability to correctly apply professional/specialized expertise; skillfully manage information; effectively allocate resources; proactively identify and resolve issues; consistently make sound decisions; correctly execute policy processes and procedures; strictly adhere to/enforce safety polices; consistently produce quality results; proactively plan and organize; consistently provide exceptional customer service. Knowledge of basic office and business procedures, city policies and rules and regulations. Ability to work with a variety of people is a fast paced, flexible environment. Ability to organize and coordinate a diverse type of events, enforce policies and procedures, make mature judgments, have regular and punctual attendance. Willingness to physically participate in the set up and tear down of events. Knowledge of writing and design principles. 
 
Human Competencies
 
Motivation of Self & Others: We demonstrate a core desire to serve the Public and the Organization through our commitment, passion, initiative and drive.
Leadership of Self & Others: We motivate, inspire and influence others to strive towards excellence by being participatory, positive, accountable, team focused, influential in goal achievement, and empowering.
Service –Oriented: We behave in a friendly and professional manner centering on a desire to address the needs of internal and external customers while respecting their rights and dignity by being people-oriented, helpful, understanding and compassionate.
Trustworthy: We earn the confidence of others by demonstrating both the character and the competence to fulfill our obligations with both integrity and honesty along with ethical, credible behavior.
Relational: We establish trust, cooperation, mutual respect and support with an objective to improve relationships by valuing diversity and being diplomatic/tactful, cooperative, empathetic, broadminded, flexible, respectful and compassionate/caring.
Communication: We exchange information and ideas in a manner which results in mutually supported decisions for the greater good by sharing thoughts & feelings, and through persuasiveness, assertiveness, empathic listening, conflict resolution and deliberating/debating.
Emotional Maturity: We demonstrate the ability to manage and monitor our emotions and to assess the emotional state of others by understanding stress management, balance and consistency.
Development of Self & Others: We are committed to improving the knowledge, skills, personal qualifications and performance of ourselves and others through mentoring, coaching, counseling/discipline, delegation and self-development.
 
Conceptual Competencies
 
Organizational Awareness: We are aware of the Organization's structure and culture for how we do business by understanding organizational structure, departmental impact on organization, interdepartmental relations, organizational culture, organizational development and leadership style.
Global Awareness: We stay informed of critical global issues and trends that may impact the Organization by understanding international perspectives (does not apply to level 3), intergovernmental relations, political awareness, media/public relations and legal implications.
Community Awareness: We have a sense of the community's culture and its impact on service delivery by understanding purpose of service, citizen/stakeholder expectations, demographics and branding.
Professional Insight: We thoroughly understand our particular professions and apply the principles and ethics required in the professions' service delivery by applying principles, professional ethics and by understanding futuring/profession trends, legal implications and resource planning.
Innovation: We successfully implement ideas that improve and/or add value to service delivery through creative thinking, risk taking, continuous improvement and by being quality minded and a change agent.
Critical Thinking: We actively and skillfully conceptualize, apply, analyze, synthesize, and evaluate information to reach a sound answer or conclusion by understanding issue/problem identification, analysis, consequences, and by balancing decision factors.
Visioning: We create the future direction of the Organization and understand the efforts and processes needed to achieve it through strategic planning, goal setting, policy development, mission/values and council direction.
 

Experience
 
Event Coordinator must have a high school diploma or GED.  Preferred candidate will be pursuing a Bachelor's Degree in Public Relations, Marketing, Tourism, Recreation, Event Management or related field. Two years' experience working in a fast paced, flexible environment coordinating and facilitating special events is highly preferred. In addition, must have a valid Texas Driver's license because essential job functions may require travel to various sites within and outside the City.

Skills/Abilities
 
The Event Coordinator must be knowledgeable in customer service, and event planning.  This employee must possess the ability to effectively plan and prioritize tasks. Essential job functions require the ability to operate a personal computer with a variety of software applications, perform repetitious office tasks on a routine basis, and prepare reports, correspondence and other documentation. The ability to effectively communicate with City officials, employees and members of the general public using the English language verbally and in writing is essential.


 

In accordance with the ADA, the City of Coppell is willing to consider any reasonable accommodation.