Job Description

POSITION SUMMARY: Assists the Development/Special Events team in planning and implementing events. Responsible for the operation and execution of events in the manager or director's absence. Which includes, supervising staff, serving as a liaison for events, ensuring that policies and procedures are being followed, overseeing the use of park and facilities requests.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

• Serve as a representative of the City of South Bend, demonstrating positive attitude and progressive actions through the display of professionalism, courtesy, and appropriate tact and discretion in all interactions.
• Assists with coordinating and facilitating special events for the city including themes, concepts, and objectives in relation to organizational goals.
• Assists in managing special events budgets.
• Plans, organizes and implements various special events.
• Could be asked to serve on committees that increase event or development opportunities.
• Serves as a liaison between city departments, business owners and vendors in the coordination of special events.
• Assists in the planning, coordination and implementation of a major city-wide two-day event.
• Seeks approval to purchase necessary equipment as needed for events.
• Assists with reports and outcomes of events to Development Director and others as required.
• Assists department in maintaining accreditation relating to special events and development.
• Researches and recommends opportunities for special events and community partnerships with outside organizations.
• Research best practices, cutting edge programs and events; find ways to incorporate surprise and delight into events.
• Coordinates with public safety, legal, risk management, insurance and external stakeholders.
• Works with marketing team to promote events and development.
• Assists in the setup and utilization of specialized software for event registration, customer relationship management and data tracking/reporting.
• A commitment to support City of South Bend Venues Parks & Arts mission. The mission: Inspire a more livable South Bend for all, connecting us to emotionally engaging experiences and to one another. Our primary focus areas include arts and culture, recreation, and public placemaking. The places we care for and the services and programs we offer have a significant impact on social equity, neighborhood and economic impact, health and wellness, and ecological stewardship.

NON-ESSENTIAL/MARGINAL FUNCTIONS: Assumes additional responsibilities as requested.

QUALIFICATIONS: To perform this position successfully, an individual must be able to perform each essential duty in a satisfactory manner. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodation may be made to enable individuals with disabilities to perform essential functions. Schedule may vary including nights and weekends based on departmental needs.

EDUCATION AND EXPERIENCE:

• Bachelor's Degree in Parks & Recreation, Event Planning, Non-profit Management, or a closely related field (or equivalent experience).
• Minimum three years' experience in special event management preferred.

KNOWLEDGE AND ABILITIES:

• Knowledge and experience relating to event planning methods and principles.
• Skilled in prioritizing, organizing, and managing multiple simultaneous projects.
• Good oral and written communications skills working with the public.
• Knowledge of municipal government and/or non-profit operations.
• Working knowledge of program marketing, communication, and social media skills a plus.
• Ability to organize, plan, and prioritize work, developing specific goals and plans to accomplish work.
• Ability to coordinate the work and activities of others - Getting members of a group to work together to accomplish tasks.

CERTIFICATES, LICENSE, REGISTRATION:

• Valid Indiana Driver's License
• Possess or the ability to obtain First Aid/CPR certification within one year from the date of employment.

EQUIPMENT: Desktop Computer, Laptop Computer, Calculator, Telephone, Copy machine, Fax Machine, Automobile, Sports and Recreational equipment.

PHYSICAL DEMANDS: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is frequently required to sit and walk, and talk or hear.

The employee is occasionally required to walk, use hands to fingers, handle or feel objects, tools or controls; and reach with hands and arms. The employee must occasionally lift and/or move up to 50 pounds. Specific vision abilities required in this job include vision and the ability to adjust focus.

WORK ENVIRONMENT: Work is performed in an open, creative office space that fosters collaboration, promotes innovation and allows efficient exchanges of information. The workspace will consist of open offices and meeting spaces that encourage interaction and group work.

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