Event Coordinator

Event Coordinator

Employment Type: 0 - Full-time Regular
Pay Range: $51,608.00 - 77,412.00
Location: Castle Rock, CO
Overtime Exempt: N
Elected Office / Department: FACILITIES

Coordinates and directs the planning and preparation of all events held at the Fairgrounds and Events Center, to include implementation, preparation, promotion and production of the annual Douglas County Fair and Rodeo. Duties may include, but not limited to licensure and permitting; administration; contracts; accounts payable and receivable; marketing activity; sponsorship and advertising; budget planning; supervision of event holders, volunteers, vendors, and contractors; inter-departmental event-related activities and public relations.

Work hours are generally Monday to Friday 8:00 am to 5:00 pm. In support of events and meetings, there may be scheduled evening, weekend and holiday hours. Evening meetings approximately 2 to 4 per month. Weekend hours as needed for events.

Generally, the hiring range is $50,846-$63,557 annually. Qualifications, education and experience as it relates to the position will be taken into consideration when determining hiring salary.

Douglas County offers an excellent comprehensive benefit package including but not limited to: Medical/Dental/Vision. For a more detailed overview please view the full Employee Benefit Guide.

ESSENTIAL DUTIES AND RESPONSIBILITIES: (The following examples are illustrative only and are not intended to be all inclusive.)

• Oversee and organize the schedule for all events at Douglas County Fairgrounds Facilities including all elements of the Fair & Rodeo.
• Assist in scheduling and producing multiple, coinciding events from conception to completion. Must meet intended goals and expectations.
• Coordinate all activities. Give direction and guidance to event holders, Fair Board, volunteers, contractors, and vendors to ensure policies and procedures are followed and in compliance with all financial, insurance, legal, health and safety obligations.
• Represent the Fairgrounds at meetings and provide administrative and technical support where appropriate. This will require attendance at meetings that are outside of normal business hours. (e.g. Fair Board, committee meetings, event planning meetings, etc.)
• Recruit and interact with sponsors, identify their interest, negotiate to ensure consistency and provide guidance, present ideas and plans. Ensure specifications are understood and communicated.
• Secure contractors, entertainers, judges, and vendors; coordinate requirements, prepare contracts, ensure all paperwork is complete, and manage payments and invoicing.
• Prepare, maintain and monitor agendas, plans, schedules, rules & policies, invoices, reports, and spreadsheets.
• Compile bid specifications, request for proposal documents and review upon submittal for service agreements and supplies. Purchase supplies and materials per County purchasing guidelines.
• Work with Department Managers to review and evaluate operating budget, prepare financial reports and effectively communicate any variances. Assist Fair Board in the development of annual requests for the Fair & Rodeo operating budget.
• Contribute to the development and implementation of marketing and advertising plans; including, but not limited to print ad content, proofs, placement, announcements, and press releases. Coordinate with graphic designer for advertising and responsible for meeting deadlines.
• Handle issues and troubleshoot any emerging problems. Anticipate and plan for possible different scenarios and recommend solutions.
• Assist in the recruitment, onboarding, scheduling, and orientation of volunteers.
• Manage websites and social media platforms for Fairgrounds and Fair & Rodeo to include composing and posting content and updating as needed. May respond to inquiries received via social media
• Performs other duties as assigned.

SUPERVISION RECEIVED: Work is performed under general supervision by the Fairgrounds Manager. This position works independently and as a team. Focus and duties may vary.

SUPERVISORY RESPONSIBILITIES: This position does not supervise others. This position gives direction to volunteers during an event.

INDEPENDENT JUDGMENT: Incumbent must be self-motivated and have the ability and willingness to work with little guidance. Must be a self-starter. This position requires the ability to work, manage and complete multiple tasks in a timely manner. Work involves a variety of tasks and requires the ability to prioritize workflow from day-to-day.

MINIMUM QUALIFICATIONS:

EDUCATION and/or EXPERIENCE:

• Bachelor’s Degree with major course work in event management, business administration, marketing, public relations or a related field is required.
• Three (3) years’ experience in event management and/or marketing or closely related experience is required.
• A combination of education and experience may be considered for a well-qualified candidate.

KNOWLEDGE SKILLS AND ABILITIES:

Knowledge:

• Knowledge of and experience with event planning and coordination, scheduling and event logistics.
• Knowledge of cash handling procedures, invoicing, accounting principles and procedures of record keeping.
• Knowledge of County rules, regulations, policies and standard operating procedures.
• Knowledge of social media to communicate and promote events.
• Knowledge of principles and processes for providing customer and personal services. This includes customer needs assessment, meeting quality standards for services, and evaluation of customer satisfaction.

Skills:

• Skill with Microsoft Office Suite at intermediate level. Must be able to use spreadsheets, presentation applications.
• Communicate clearly and concisely, both orally and in writing.
• Establish, maintain, and foster positive and harmonious working relationships with those contacted in the course of work. Additionally, must have the ability to work with a variety of contacts from governmental organizations, community organizations and volunteer-based organizations.
• Initiative to direct own activities.
• Analyze problems, identify alternative solutions, consequences of proposed actions and implement recommendations in support of goals.
• Proficiency in time management and organization required.
• Routine software and business application including, but not limited to word processing, spreadsheets, presentation software and databases, as well as social media platforms.
• Read and comprehend department and County rules, regulations, policies and standard operating procedures.
• Ability to set up and take down event equipment and supplies. Knowledge of basic audio/visual equipment.

Abilities:

• Ability to apply common sense understanding to interpret and carry out a variety of instructions.
• Ability to work independently and within a team.
• Effectively respond to conflict situations and people in conflict.
• Ability to prepare reports and other documents, as necessary.
• Use discretion and make decisions within scope of authority

CERTIFICATIONS, LICENSES, & REGISTRATIONS:

• Must possess a valid Colorado Driver’s License within 30 days of hire, with complying insurance. Review of motor vehicle record is required at time of hire and periodically throughout employment.
• This position requires successful completion of a criminal background check including fingerprinting through a national database.

WORK ENVIRONMENT:

Physical Work Environment: Work is generally performed in a typical office environment. Occasionally works outdoors in various weather conditions. Works generally Monday through Friday but is also required to work in support of events and meetings as they are scheduled, including evenings, weekends and holidays. May have contact (direct and in-direct) with animals and livestock, in an environment that exists for the animal’s care and event management. Has frequent, in-person contact with coworkers, event holders, general public, and occasionally contractors and other support staff. This position requires the incumbent to remain available via mobile cellular device/email access during and after normally scheduled business hours.

Physical Demands: While performing the duties of this job, the employee is consistently required to sit, and frequently required to stand and walk, talk, use hands and fingers, handle, feel or operate objects and perform repetitive motions. Occasionally employee may be required to perform physical labor. Also requires lifting, bending, squatting, standing, reaching, climbing, kneeling, stooping, crawling to assist with set up and/or take down before, during and after an event including the County Fair & Rodeo.

Material and Equipment Directly Used: Standard office equipment (computer, telephone, copier, printer), climbing a ladder, golf car or gator, and motor vehicle.

AVAILABILITY/ACCESSIBILITY: This position requires the incumbent to remain available via mobile cellular device/email access during and after normally scheduled business hours.

ADDITIONAL INFORMATION:

This position is open until filled, review of applications will begin immediately and continue until a suitable candidate is selected.

The job details outlined in this posting represent a modified summary of the full job description. A full copy of the job description may be requested by emailing HumanResources@douglas.co.us.

In the event of an emergency/disaster in or near the County, all County employees are expected to make every effort to be available to assist the County Manager, Elected/Appointed Officials and Department Directors to ensure the continued operation of any and all necessary County functions. This may mean being available to perform additional duties and hours beyond what is normally required. In the event that an exempt employee does work more than 40 hours a week in support of County operations during an emergency, such employee may receive overtime or other appropriate wage compensation in accordance with existing County policies or at the discretion of the County.