Events Coordinator

City of Gainesville•Gainesville, FL

3d•$18 - $28•Onsite

About The Position

The Events Coordinator plans, coordinates, and implements a variety of cultural arts and community events for the City of Gainesville Parks, Recreation and Cultural Affairs Department. This position serves as the lead coordinator for the nationally recognized Downtown Festival & Art Show and the City's holiday celebrations, while providing key operational support for the Hoggetowne Medieval Faire, gallery receptions, and other cultural events throughout the year. Responsibilities include event planning, artist and vendor coordination, logistics, volunteer management, contract administration, budget oversight, marketing coordination, and on-site event operations. The position works collaboratively with City departments, community partners, sponsors, volunteers, artists, performers, and the public to deliver high-quality events that enhance Gainesville's cultural vitality and visitor experience.

Requirements

Bachelor’s degree from an accredited college or university with major course work in Public Administration, Public Relations or related field and two (2) years events experience of progressively responsible marketing, fund raising experience to include one (1) year of managing volunteers; or any equivalent combination of education, training and experience which provides the required knowledge, skills and abilities.
A valid United States Driver License is required on appointment.
Valid Florida Driver’s License required within thirty (30) days of start date.
American Red Cross certification (or equivalent) in Cardiopulmonary Resuscitation (CPR), Automated External Defibrillator (AED) and First Aid is required upon hire.
Thorough knowledge of special events and local resources.
Knowledge of principles, objectives, and goals of municipal community special events.
Knowledge of principles and practices of public relations and fund raising.
Knowledge of operations, functions, and scope of authority of City departments and offices as related to handling of requests for special events.
Knowledge of governmental budget procedures.
Ability to recruit, coordinate, train, and supervise volunteer staff.
Ability to plan, direct and supervise work of others.
Ability to prepare and maintain records and reports.
Ability to communicate effectively, both orally and in writing.
Ability to lead and to secure the confidence and cooperation of participants in special events, programs, and presentations.
Strong interpersonal skills as demonstrated by the ability to interact collaboratively and productively and to establish and maintain effective working relationships with individuals of diverse backgrounds, including elected and appointed government officials, Charter Officers, City employees, representatives of other agencies, volunteers, vendors, artists, sponsors, financial supporters, the media and the general public.
Knowledge of computers and relevant software.
Ability to raise funds and obtain donations.
Ability to develop and implement marketing and public relations programs.

Nice To Haves

Prefer event or festival coordination experience in the Arts, Music, and Theatre.
Computer software (Adobe Photoshop in Design, Microsoft Word, PowerPoint, Access and Excel) experience highly desired.

Responsibilities

Develops financial support and marketing programs for specials event and cultural programs.
Prepares event budgets, monitors monthly results, and accounts for all funds raised and spent.
Designs publicity campaigns.
Represents City before citizen’s groups.
Coordinates, directs, plans, and implements events programming.
Coordinates departmental and City-wide marketing and public relations for events by preparing press releases, appearing on radio and television programs making presentations to community groups, and securing advertising.
Develops advertising and marketing materials, including print/digital ads, posters, flyers, programs, etc.
Develops or acquires event materials, including brochures, newsletters, handouts, posters and programs.
Obtains permits for banners, noise, parades, and temporary street closing.
Prepares, maintains, coordinates, and accounts for grants and agreements in compliance with local, State, and Federal policies and procedures required for the receipt of grant funding.
Manages the contacting and contracting of all event participants and artists including negotiation of all requirements and technical specifications, administration and monitoring of contractual agreements between vendor agencies and operational components.
Liaising with the applicable venues to ensure that the requirements and technical specifications are met.
Prepares related reports and statistical data.
Recommends selection, promotion, discharge, and other appropriate personnel actions.
Participates in employee training.
Works with City departments, the general public, and local organizations in planning and presenting events.
Recruits, organizes, and supervises volunteers for special events and other functions.
Assists in preparation and tracking of annual budget.
Supervises, plans and coordinates work of subordinates.
Attends work on continuous and regular basis.
May act in absence of supervisor.
Performs other related duties as assigned.