Job Title: Events Planner
Reports to: Communications & Events Manager FLSA Status: Exempt
The purpose of this class within the organization is to provide paraprofessional and administrative work coordinating, planning, and developing City-sponsored and community events for residents and visitors. The position will focus on onsite management, coordination, and implementation of events. As a member of the Office of Communications, this position assists with communications-related tasks, including social media and newsletter content. The position requires the ability to work some evenings, holidays, and some weekends. The work is directed by the Communications & Events Manager. It is a full-time position.
This class works under close supervision according to set procedures.
Duties and Responsibilities
The functions listed below are those that represent the majority of the time spent working in this class. Management may assign additional roles related to the type of work of the class as necessary.
Plans, coordinates, and implements various events, programs, and activities operated and sponsored by the City and those where the City is a collaborating partner.
Recruits, trains, schedules, and supervises volunteers involved in these events and programs.
Assists with the development and dissemination of promotional material and flyers to promote events and attract participants. Contributes related content to the City's website, newsletters, and social media.
Prepares and maintains an inventory of supplies for events. Ensures that necessary equipment and supplies are available. Set up and take down equipment for special events and programs and direct others involved in these tasks.
Sets and enforces safety standards for all staff and program participants.
Manages and analyzes attendance and program participation and feedback, produces monthly and annual reports of this data. Provides recommendations for modifications and/or improvements to events and activities based on feedback.
Solicits, secures, negotiates with vendors, performers, sponsors, and donors.
Maintains records of events, programs, or activity sponsors and partners; completes and submits sponsors' applications; manages sponsor invoices and processes payments.
Assist the Office of Communications with communications-related tasks, especially during peak work volumes, and serves as back-up for tasks such as social media posting, editing and publication development, and writing/editing content for newsletters.
Other administrative duties as assigned.
Responsibilities, Requirements, and Impacts Data Responsibility:
Data Responsibility refers to information, knowledge, and conceptions obtained by
observation, investigation, interpretation, visualization, and mental creation. Data are intangible and include numbers, words, symbols, ideas, concepts, and oral verbalizations.
Collects, classifies, or formats data or information under a prescribed schema or plan, facilitating the identification and extraction of useful information.
People include co-workers, workers in other areas or agencies, and the general public.
Persuades or influences others in favor of a service, point of view, or course of action; may enforce rules or regulations.
Assets responsibility refers to the responsibility for achieving economies or preventing loss within the organization.
Requires some responsibility for achieving minor economies and/or preventing minor losses by handling or accounting for materials or supplies.
Mathematics requires the use of symbols, numbers, and formulas to solve mathematical problems.
Uses addition and subtraction, multiplication and division, and/or calculates ratios, rates, and percentages.
Communications involves the ability to read, write, and speak.
Reads technical instructions, procedures manuals, and charts to solve practical problems, such as routine office equipment operating instructions; composes routine reports and specialized reports, forms, and business letters, with the proper format; speaks compound sentences using standard grammar and word form.
Judgment requirements refer to the frequency and complexity of judgments and decisions given the stability of the work environments, the nature and type of guidance, and the breadth of impact of the judgments and decisions.
Responsible for guiding others, requiring a few decisions, affecting the individual and a few co-workers; works in a stable environment with clear and uncomplicated written/oral instructions, but with some variations from the routine.
Complexity of Work:
Complexity addresses the analysis, initiative, ingenuity, concentration, and creativity required by the job and the presence of any unusual pressures present in the job.
Performs semi-skilled work involving set procedures and rules, but with frequent problems; requires normal attention to detail with short periods of concentration for accurate results or occasional exposure to unusual pressure.
Impact of Errors:
Impact of errors refers to consequences such as damage to equipment and property, loss of data, exposure of the organization to legal liability, and injury or death for individuals.
The impact of errors is moderate - affects those in the work unit and may affect voters and candidates.
Physical demands refer to the requirements for physical exertion and coordination of limb and body movement. Physical demands are light, and working conditions are good.
Sufficient physical condition to perform moderately heavy lifting; effectively use and operate various items of office related equipment; effectively make rational decisions through sound logic and deductive processes; performs repetitive motions; talk and hear; lift, stoop, stand, and walk; and grasp, handle, reach, feel and finger objects and controls.
Equipment usage involves responsibility for materials, machines, tools, equipment, work aids, and products.
Handles or uses work aids involving little or no latitude for judgment regarding attainment of a standard or in selecting appropriate items.
Unavoidable hazards refer to the job conditions that may lead to injury or health hazards even though precautions have been taken.
Safety of Others:
Safety of others refers to the level of responsibility for the safety of others, either inherent in the job or to ensure the safety of the general public. (Does not include safety of subordinates).
Requires some responsibility for the safety and health of others and/or for occasional enforcement of public safety standards.
Minimum Education and Experience Requirements:
Bachelor's Degree in Recreation Administration, Public Relations, Marketing or related field. Two (2) years of experience in contracting or coordinating entertainment with an emphasis on special events.
Knowledge, Skills, and Abilities
Ability to organize and manage time for multiple activities.
Ability to establish and maintain harmonious, courteous, and effective working relationships with supervisors, volunteers, public officials, and the public.
Ability to provide effective supervision, training, coordinating work assignments, and evaluating volunteers.
Ability to interact with persons of varying ages and backgrounds.
Ability to communicate orally and in writing. Able to excel in public speaking and writing and editing documents.
Ability to meet deadlines and prioritize tasks as they come in. Ability to quickly and easily adapt to changing needs due to changing environments/situations (i.e., COVID- 19).
Ability to adhere to program standards and objectives outlined by supervisor.
Ability to learn and follow detailed processes and procedures necessary. Must be proficient in Microsoft Office computer software applications.
Ability to prepare and present accurate and reliable reports, recommendations, and preparations.
Knowledge of principles, rules, supplies, materials, and equipment required to operate an event or activity.
Knowledge of effective principles, practices, methods, and marketing, management, customer service, communications, and public relations is appropriate for the assignment area.
Knowledge of first aid practices and techniques.
Basic knowledge of computer software to develop flyers, brochures, spreadsheets, and logs.
Basic knowledge of website best practices for content and promotion. Knowledge of social media principles and functions.
Special Certifications and Licenses:
Must possess a valid driver's license.
Americans with Disabilities Act Compliance
The City of College Park, MD, is an Equal Opportunity Employer. ADA requires the City to provide reasonable accommodations to qualified persons with disabilities.
Prospective and current employees are encouraged to discuss ADA accommodations with mana