City of Santa Monica
Event Coordinator (As-Needed)
SALARY
$33.10 Hourly
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LOCATION
City of Santa Monica, CA
JOB TYPE
Part-Time Temporary
JOB NUMBER
239045-01
DEPARTMENT
Community Services
OPENING DATE
06/26/2023
CLOSING DATE
7/13/2023 5:30 PM Pacific
Job Summary
Plans, organizes, and coordinates activities for a wide variety of events at the Annenberg Community Beach House, Civic Auditorium, and other venues throughout the City. Communicates event requirements to venue staff and other City departments.
Representative Duties
Plans and independently coordinates the most complex events within the Division, including events which require extensive client contact, span over multiple days and locations and require heavy administrative details.
Responds to client and patron inquiries and assists potential clients in achieving their desired event goals. Conducts tours for prospective clients.
Assumes responsibility for booking events, reserving facility space and requesting contract preparation.
Assists in the development and implementation of marketing and sales strategies to generate leads and support future prospects for City venues.
Prepares and composes a variety of written materials including proposals, permits, invoices, reports, scaled diagrams, event billing and cost estimates, and other documents pertinent to venue services.
Obtains, documents and communicates event requirements, including technical, physical set up, parking, insurance, electrical, telephone and labor needs to operations staff.
Serves as liaison between the venue, client and patrons, and ensures compliance with terms of the contract, City policies and procedures City, County and State fire and health regulations and safety codes.
Remains accessible during assigned events, responding to and resolving event problems or complaints from clients and patrons, maintaining a high level of customer service.
Conducts research, studies and surveys and makes policy and procedure recommendations.
Exercises technical and/or functional supervision over venue services assistants and operations staff.
Coordinates and documents the delivery of equipment to City departments.
Oversees and coordinates venue communications including website, event calendar, newsletters, electronic signs, brochures and informational materials.
Performs other related duties, as assigned.
Requirements
Knowledge, Skills and Abilities:
Knowledge of:
Principles and techniques used in planning and coordinating service requirements for a variety of exhibits and theatrical, educational, entertainment, sports and industrial events.
Public safety, emergency principles, health and fire codes, and related federal, state and municipal laws and regulations governing public assembly facilities.
Basic public relations, diplomacy, conflict resolution and customer service skills. crowd control principles, security, concession service, parking and operation needs of events.
Event bookkeeping and accounting principles and procedures of estimating event costs.
Principles and procedures of event lay out and floor space planning.
Event scheduling and booking principles and procedures.
Ability to:
Communicate effectively both orally and in writing.
Write effective reports, business correspondence and financial summaries.
Effectively present information and respond to questions from clients, patrons, City staff and the public.
Establish and maintain a cooperative working relationship with a wide variety of people including event organizers, sponsors, stage managers, City officials and staff, and the general public.
Provide effective customer service.
Creatively foresee, analyze, and resolve problems in a timely manner.
Anticipate, schedule and coordinate equipment, operations, and service needs for a variety of events.
Read and interpret blueprints and floor plans with a variety of instructions furnished in written, oral diagram, or schedule form.
Calculate figures and amounts such as proportions, percentages, area, circumference, and volume.
Function independently and as a member of a team, often under pressure.
Monitor the quality of service provided to clients and make recommendations regarding improvements in order to retain and attract clients.
Work within tight, frequently changing, multiple deadlines.
Maintain accurate, accessible correspondence and financial records.
Effectively use a Window-based computer system, using Word and Excel.
Skill in:
Using a personal computer and applicable software applications.
Working effectively with persons from diverse social, cultural and economic backgrounds.
Education, Training and Experience:
Graduation from an accredited college with an Associate's degree in business administration, public administration, communication or related field.
Four years of recent, paid, increasingly responsible experience assisting with and/or planning and coordinating events. Experience coordinating events in a public or private community-oriented assembly facility is desirable. Experience must include heavy public contact. Additional relevant experience may be substituted for the required degree on a year for year basis.
Licenses and Certificates:
Possession of a valid Class C driver license.
How to Apply:
Applicants must submit a clear, concise, completed on-line City Application along with any required supplemental application materials with the Human Resources Department by the filing deadline. If you do not submit your on-line application by the filing deadline, you will not be considered for this position. Please note, applications may be rejected if incomplete. Resumes, CVs and cover letters are not reviewed as part of the application screening process.
Selection Process:
All applicants must submit clear, concise and complete information regarding your work history and qualifications for the position. All applicants will be reviewed and only those applicants determined to be most qualified on the basis of experience, training and education, as submitted, will be invited to participate further in the selection process.
Background Investigation:
Candidates who have successfully completed all prior phases of the selection process will be subject to a thorough background investigation.
Supplemental Information
HOW TO APPLY: Applicants must file a clear, concise, completed online City Application along with any required supplemental applications with the Human Resources Department by the filing deadline.
NOTE: You must upload copies of your college diploma or transcript if you wish for your education to be considered as a qualifying factor. All materials must be received in the Human Resources Department no later than close of business on the application closing date. Failure to do so may result in your application being disqualified.
SELECTION PROCESS: All applicants will be reviewed and only those candidates determined to be most qualified on the basis of experience, training and education, as submitted, will be invited to participate further in the selection process.
The City of Santa Monica is a progressive, inclusive and culturally-rich community. As leaders in public service, we strive to be an employer of choice by attracting and retaining a highly-talented workforce where people of diverse races, religions, cultures and lifestyles thrive. Our goal is to create a welcoming and inclusive environment where our staff are empowered to perform at their highest level and where their differences make a positive impact.
The City is an equal opportunity employer and strives to build balanced teams from all walks of life without regard to race, color, ethnicity, religion, national origin, age, sex, sexual orientation, gender identity, marital status, ancestry, disability, genetic information, veteran status, or any other status protected under federal, state and/or local law. We aim to create a workplace that celebrates and embraces the diversity of our employees. Join us!
Special assistance with the application and examination process is available, upon request, for persons with disabilities. Call (310) 458-8246, TDD (310) 458-8696 (Hearing Impaired Only).
Please note the request for reasonable accommodations must be made to Human Resources at least three work days prior to the examination.
BACKGROUND INVESTIGATIONS: Candidates who have successfully completed all prior phases of the selection process will be subject to a thorough background investigation.
NOTE: You must upload copies of your college diploma or transcript if you wish for your education to be considered as a qualifying factor. All materials must be received in the Human Resources Department no later than close of business on the application closing date. Failure to do so may result in your application being disqualified.
SELECTION PROCESS: All applicants will be reviewed and only those candidates determined to be most qualified on the basis of experience, training and education, as submitted, will be invited to participate further in the selection process.
The City of Santa Monica is a progressive, inclusive and culturally-rich community. As leaders in public service, we strive to be an employer of choice by attracting and retaining a highly-talented workforce where people of diverse races, religions, cultures and lifestyles thrive. Our goal is to create a welcoming and inclusive environment where our staff are empowered to perform at their highest level and where their differences make a positive impact.
The City is an equal opportunity employer and strives to build balanced teams from all walks of life without regard to race, color, ethnicity, religion, national origin, age, sex, sexual orientation, gender identity, marital status, ancestry, disability, genetic information, veteran status, or any other status protected under federal, state and/or local law. We aim to create a workplace that celebrates and embraces the diversity of our employees. Join us!
Special assistance with the application and examination process is available, upon request, for persons with disabilities. Call (310) 458-8246, TDD (310) 458-8696 (Hearing Impaired Only).
Please note the request for reasonable accommodations must be made to Human Resources at least three work days prior to the examination.
BACKGROUND INVESTIGATIONS: Candidates who have successfully completed all prior phases of the selection process will be subject to a thorough background investigation.
Agency
City of Santa Monica
Address
1685 Main Street, Room 101
P.O. Box 2200
Santa Monica, California, 90401
Phone
310-458-8697
Website
https://www.santamonica.gov/departments/human-resources
Event Coordinator (As-Needed) Supplemental Questionnaire
The classification of Event Coordinator requires graduation from an accredited college with an associate degree in hospitality, business administration, public administration, communication or related field. Do you meet this requirement?
If you would like to submit your college level transcripts or diploma for consideration, you must attach a copy to your online application. Applicants who indicate receipt of college level coursework or degree from a foreign institution must provide United States credential equivalency verification along with a copy of your college diploma/transcripts. Failure to do so may result in your application being disqualified.
If you would like to submit your college level transcripts or diploma for consideration, you must attach a copy to your online application. Applicants who indicate receipt of college level coursework or degree from a foreign institution must provide United States credential equivalency verification along with a copy of your college diploma/transcripts. Failure to do so may result in your application being disqualified.
Yes
No
If you have not completed the required coursework, additional recent, related work experience may substitute for the educational requirement on a year for year basis. (Successful completion of 30 semester units or 45 quarter units is equal to one year of additional work experience). Do you wish to use experience to cover this requirement?
If YES, please list the additional recent, related work experience on your application that you would like to substitute for the educational requirement. If you intend to use a combination of education and work experience to qualify for the educational requirement noted above, you must upload a copy of your college level transcripts to qualify for the position. Failure to do so may result in your application being disqualified.
If YES, please list the additional recent, related work experience on your application that you would like to substitute for the educational requirement. If you intend to use a combination of education and work experience to qualify for the educational requirement noted above, you must upload a copy of your college level transcripts to qualify for the position. Failure to do so may result in your application being disqualified.
Describe your experience coordinating social and corporate events for events from inception to completion for up to two hundred people. In your response, be sure to include the following:
A.) a description of the types of events you were responsible for coordinating which includes the number of participants, location(s), and purpose of the event(s)
B.) the largest number of events you have been responsible for at one time, and
C.) the organization(s) where you acquired your experience
If you have no such experience, mark N/A.
A.) a description of the types of events you were responsible for coordinating which includes the number of participants, location(s), and purpose of the event(s)
B.) the largest number of events you have been responsible for at one time, and
C.) the organization(s) where you acquired your experience
If you have no such experience, mark N/A.
Describe your experience providing exceptional customer service to event clients in both the public and private sectors. In your response, please include the following:
A.) the average number of customers you assisted on a daily basis
B.) a brief description of the type of service you provided
C.) an example of a problem you resolved and
D.) the organization in which you acquired this experience
If you have no such experience, mark N/A.
A.) the average number of customers you assisted on a daily basis
B.) a brief description of the type of service you provided
C.) an example of a problem you resolved and
D.) the organization in which you acquired this experience
If you have no such experience, mark N/A.
Please list the computer programs you have experience using. In your response, be sure to include the following:
A.) the name and brief description of the programs
B.) the tasks or projects you have completed using the programs, and
C.) the most advanced functions you have utilized within the programs
If you have no such experience, mark N/A.
A.) the name and brief description of the programs
B.) the tasks or projects you have completed using the programs, and
C.) the most advanced functions you have utilized within the programs
If you have no such experience, mark N/A.
* Required Question
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