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Director of Special Events & Activities 

Website City of Mishawaka

JOB TITLE: Director of Special Events & Activities 
DEPARTMENT: Parks and Recreation
SALARY: $2,100.42 Bi-Weekly
WORK SCHEDULE: As assigned, various hours
JOB CATEGORY: PAT (Professional, Administrative, Technological)

To perform this position successfully, an individual must be able to perform each essential function of the position satisfactorily. The requirements listed in this document are representative of the knowledge, skill, and/or ability required. The City of Mishawaka provides reasonable accommodations to qualified employees and applicants with known disabilities who require accommodation to complete the application process or perform essential functions of the job, unless those accommodations would present an undue hardship.

Incumbent serves as Special Events & Activities Director for the Mishawaka Parks and Recreation Department, responsible for supervising and directing assigned personnel and planning, coordinating, and implementing outdoor special events, activities, and programming.

DEFINITION:
The Special Events/Activities Director is responsible for planning, coordinating and implementing outdoor special events, a seasonal farmers market, a concert series, and community programs. This position is responsible for coordinating and facilitating all related events, programs, and market including themes, concepts, and objectives in relation to organizational goals. The ideal candidate possesses a strong work ethic, the ability to prioritize tasks and work on a variety of projects with competing deadlines and be adaptable to new situations, ideas, and challenges. Must be self-motivated and able to work independently without supervision.

DUTIES:
– Supervises and directs assigned personnel, including analyzing human resource needs, reviewing documentation for newly created/significantly revised positions, interviewing candidates and making hiring decisions, providing orientation and training, planning/delegating/controlling work assignments, establishing work goals, developing/ mentoring/motivating staff, determining significant changes in responsibilities, evaluating performance, reviewing hourly rates, implementing personnel or corrective actions, keeping supervisor and subordinates informed of organization developments, maintaining discipline, and communicating and administering personnel programs and procedures.
– Manages planning, promotion, coordination, and programming for outdoor special events and programming, including themes, concepts, and objectives in relation to organizational goals.
– Directs resources and personnel for events, including securing sites during events and distributing information and checks for vendors and performers.
– Assists in surveying patrons and evaluating events/programs to determine public needs and how to increase program efficiency and effectiveness. Receives patron complaints and suggestions and responds appropriately.
– Establishes short- and long-term goals and objectives for programs managed.
– Initiates and implements marketing for events/programs including the design of registration materials, publicity, and coordinating announcements and features for public dissemination.
– Coordinates and develops email marketing campaigns specific to department needs and manages various social media platforms.
– Writes and edits public relations, news, and speech publications for Department, as requested.
– Assists in coordinating special events volunteers and partnerships.
– Secures corporate and local sponsorship for events/programs.
– Contributes to creation of budget request for division through tracking supplies and projecting funding needs in advance.
– Orders and stocks operational event supplies and products and supervises the procurement of necessary supplies.
– Writes and establishes vendor contracts and partnership contracts for facilities.
– Researches and secures alternative funding sources including sponsorships and grants to support special events.
– Assists in office administration as needed, providing font desk assistance to customers with registration and park information.
– Represents Department at various community committee meetings.
– Performs related duties as assigned.

JOB REQUIREMENTS:
– Bachelor’s degree in recreation or event management or related field, with at least two (2) years of relevant experience including experience leading and managing programs and personnel.
– Possession of Alcohol and Tobacco Employee Permit, ServSafe alcohol serving permit, and First-Aid/CPR/AED certification for adults and children.
– Ability to meet all hiring requirements including passage of a drug screening.
– Thorough knowledge of Department programs and services, with strong time management, organizational, communication, problem solving, and management skills.
– Thorough knowledge of related policies, laws, and procedures.
– Practical knowledge of standard office policies and procedures with computer skills including word processing/spreadsheet/presentation/email/internet and Department-specific software/ – systems, and ability to apply such knowledge to a variety of interrelated processes, tasks, and operations.
– Working knowledge of basic budgeting/bookkeeping/accounting practices with ability to count, perform arithmetic operations, and prepare and work under a strict budget.
– Working knowledge of basic filing systems and ability to create and maintain Department files and records.
– Working knowledge of standard English grammar, spelling, and punctuation, with ability to prepare documents, correspondence, and detailed reports.
– Ability to supervise and direct assigned personnel, including analyzing human resource needs, reviewing documentation for newly created/significantly revised positions, interviewing candidates and making hiring decisions, providing orientation and training, planning/delegating/controlling work assignments, establishing work goals, developing/ mentoring/motivating staff, determining significant changes in responsibilities, evaluating performance, reviewing salaries, implementing personnel or corrective actions, keeping supervisor and subordinates informed of organization developments, maintaining discipline, and communicating and administering personnel programs and procedures.
– Ability to effectively communicate orally and in writing with co-workers, other City/County/ State departments and agencies, community organizations, community leaders, vendors, and the public, including being sensitive to professional ethics, gender, cultural diversities, and disabilities.
– Ability to competently serve the public with diplomacy and respect, including occasional encounters with irate/difficult persons.
– Ability to read/interpret detailed building prints/sketches/layouts/specifications/maps, plan/layout assigned work projects, and apply knowledge of people and locations.
– Ability to properly operate standard office equipment, including telephone, computer, scanner, copier, and calculator, and various hand/power tools such as hammer, screw drivers, wrenches, drills, mop, and broom.
– Ability to comply with all employer and department policies and work rules, including, but not limited to, attendance, safety, drug-free workplace, and personal conduct.
– Ability to plan/present public speaking presentations, including fundraisers and special events.
– Ability to provide public access to, or maintain confidentiality of, department information and records according to state requirements.
– Ability to understand, memorize, retain, and carry out oral and written instructions and present findings in oral or written form.
– Ability to work alone with minimum supervision and with others in a team environment, work on several tasks at the same time, and work rapidly for long periods, occasionally under time pressure.
– Ability to regularly work extended hours, evenings, and weekends, and occasionally respond to emergencies on 24-hour basis and travel out of town for conferences and trainings, sometimes overnight.
– Possession of a valid driver’s license and demonstrated safe driving record.

DIFFICULTY OF WORK:
Incumbent performs a broad range of duties involving complex and complicated considerations and problems. Incumbent operates within very general guidelines and rules which require adaptation to address specific cases and circumstances.

RESPONSIBILITY:
Incumbent operates within general guidelines, where desired results of work product are specified. Incumbent applies agency policies and standards to a wide array of situations which have a major impact on departmental operations and functions. Unusual problems or situations may be discussed with supervisor, and work is periodically assessed for soundness of judgment and conformity with overall departmental standards.

PERSONAL WORK RELATIONSHIPS:
Incumbent maintains frequent contact with co-workers, other City/County/State departments and agencies, community organizations, community leaders, vendors, and the public for the purposes of exchanging information, rendering service, instructing, and mentoring.

Reports directly to Parks and Recreation Superintendent.

PHYSICAL EFFORT AND WORK ENVIRONMENT:
Incumbent performs a majority of duties in a standard office and outdoors, including sitting/walking at will, sitting/standing/walking for long periods, lifting/carrying/pushing/pulling objects weighing over 50 pounds, bending/reaching, crouching/kneeling, handling/grasping/fingering objects, driving, close/far vision, color and depth perception, hearing sounds/communication, and speaking clearly. When outside, incumbent walks on uneven terrain, works in wet/icy surroundings and extreme temperatures, works near fumes/odors/dust/dirt, works in noisy environments, works in high places, and wears protective clothing/equipment. Incumbent may be exposed to hostile/irate individuals, and occasionally responds to situations involving potential physical harm to self/others.

Incumbent is regularly required to work extended hours, evenings, and weekends and occasionally respond to emergencies on 24-hour basis and travel out of town for conferences and trainings, sometimes overnight.

APPLICATION:
Resumes/applications may be submitted via email, fax, regular mail, or in person to:
Mail: Human Resources
City of Mishawaka
100 Lincolnway West
Mishawaka, Indiana 46544
Fax: (574) 254-0197
Email: humanresources@mishawaka.in.gov

To apply for this job email your completed application to humanresources@mishawaka.in.gov

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