SPECIAL EVENTS COORDINATOR

U.S. Space & Rocket Center•Huntsville, AL

11d•Hybrid

About The Position

The Special Events Coordinator is responsible for managing and executing special events, ensuring they align with the organization's mission, vision, and spirit. This role involves conducting negotiations with clients, organizing event logistics, and ensuring all events comply with organizational policies and procedures. The position also includes supervisory responsibilities for staff, requiring coaching, performance monitoring, and serving as a role model.

Requirements

High school or GED and 2 years formal education or technical training beyond the high school level.
Minimum of 2 years’ experience in contract negotiations, event planning or catering OR an equivalent combination of education and experience.
Must be professional, detail oriented, and courteous.
Must possess excellent verbal and written communication skills to interact effectively with guests and employees.
Must be able to use a 101 key keyboard and possess knowledge of DOS and Windows based operating systems; including some basic associated software applications (i.e. word processing / spreadsheet).
Willingness to be open to learning and growing.
Interpersonal skills to work as an integral part of a team.
Appropriate interpersonal/personal boundaries.
Maturity of judgment and behavior.
Accepts full responsibility of their actions and how these may affect others.
Adherence and participation in the Center’s Safety Program.
Understands and follows all policies & procedures.
Maintains high standards for work areas and appearance, presents self in a highly professional manner to others and understands that honesty & ethics are essential.
Ensures that excellent customer service is maintained with each customer.
Maintains a positive attitude toward the position, the company and co-workers.
Appreciates that promptness and attendance at work is a part of sustaining a professional relationship with the company.
Takes an interest and initiative in the development of the Department’s team.
Maintains pleasant and professional relationships with co-workers & assists as needed.
Remains positive about the team and facilitates an optimistic approach to resolution of issues.
Maintains productive, effective and professional relationships with all departments.
Must be authorized to work in the United States.

Responsibilities

Conduct negotiations with clients and organizations regarding event specifications in a timely and courteous manner.
Maintain an accurate and current special events calendar and ensure its timely distribution.
Establish special event schedules and activities involving other departments in conjunction with appropriate managers to optimize time, schedules, and space.
Ensure clients' accounts are updated and accurate in Caterease Software, including managing payments and logging payment information.
Meet or exceed expectations for developing contracts and ensuring their accurate and timely completion.
Ensure timely and accurate collection of deposits and payments.
Prepare contracts for each Special Events customer, ensuring all appropriate internal and external parties sign them, and that contract conditions are met.
Attend special events to ensure they are conducted in a manner that reflects the Mission, Vision, and Spirit of the USSRC.
Ensure that special events are in accordance with USSRC policies, procedures, and regulations.
Assist representatives from industrial, civic, and governmental agencies and organizations, as well as private individuals, with planning special functions.
Adhere to organizational policies and applicable laws.
Instruct, coach, and encourage staff to support the mission and vision of the Center.
Demonstrate good judgment in supervising staff.
Effectively monitor staff performance and offer appropriate coaching, counseling, or supervision.
Complete staff evaluations and documentation on time and effectively.
Serve as an effective role model to staff by demonstrating exemplary work ethics.