Special Events Coordinator

About the Department

The City of Golden is currently seeking a Special Events Coordinator. Come and see why the City of Golden is the place you want to be!

Being a Golden employee is more than just a job, it's a lifestyle. Golden is a vibrant outdoor community making it a great place to live, work and play. 

• Location, location, location– Work near great restaurants and shops, hit the trails, and enjoy the outdoor scenery of Clear Creek and the foothills. Convenient commuting from all directions.

• Paid time off– Paid vacation starts at 16 days (that's over 3 weeks!), plus 12 days of sick time and 12 paid holidays each year.

• Great benefits– The City matches up to 8% of your retirement contributions, plus offers a full-spectrum of benefits and perks, including tuition reimbursement (check it out)!

Under the direction of the Communications and Community Engagement Director, the Special Events Coordinator is responsible for all municipal aspects of permit-authorized community and special events that take place on City property, including evaluating, permitting, monitoring, and in some cases promoting event operations; and for all phases of planning, organizing, and implementing specific City events. This position is a part of the Communications Department of the City and supports the operations of the department.

Position Duties

Responsible for administering and facilitating the permitting process for community events proposed by private and non-profit entities occurring on city property.  Ensures that such events meet adopted City goals and policies for such events both in the application process and actual implementation.

Responsible for planning, organizing, and implementing City events, and for coordinating with the planning, permitting, and implementation of City events under the jurisdiction of other City departments.

Secures necessary permits, venues, equipment, food/beverages, event footprint, performers, and speakers for City events. Ensures compliance with the City’s special event permitting process, models adherence to established rules and expectations, and sets a clear, consistent example for community event partners.

Applies emergency management best practices and maintains current knowledge of safety requirements, protocols, and emerging risks to support safe and well-managed events.

Collaborates with community partners to host events that bolster the City’s economic vitality and carefully considers impact to the residential community.

Recruits, directs, and supervises volunteers for City events. Works with volunteers in conjunction with City policies. Provides event-specific scheduling and training of volunteers.

Manages the financial and administrative operations of the block party and arch banner programs.

Leads the Special Event Review Committee, including administrative support, meeting coordination and records, member recruitment, and implementation of City Council direction through the committee.

Oversees the Special Events Grant Program, including pre-review of applications, facilitation of Special Event Review Committee decision-making, and administration of grant funding.

Serves as a primary contact, liaison to staff and community partners, and resource for matters pertaining to special events before, during, and after the events.

Maintains an active role in the special events community. Stays abreast of new developments and practices new ideas as applicable.

Develops and maintains on-going community-wide event calendar to reduce conflict and ensure parking availability during large special events and situations where multiple programs and activities are occurring in one location.

Guides and educates event organizers through the City special event permit process including location, security, layout, contacts, trash disposal, vendors, etc.  Ensures event permits receive proper City staff approval and is included in a City-wide calendar.

Conducts and oversees evaluations of all events, provides public transparency through online reporting, and works directly and publicly with event organizers to improve future events in accordance with City criteria.

Oversees special event holders follow city policies including proper placement of advanced notice signs, traffic circulation, parking, trash and recycling programs, liquor regulations, and impact mitigation. Drops in on events to ensure setup meets City standards.

Attends community, association, committee, and City of Golden Council meetings as assigned and makes presentations as needed.

Responsible for developing and monitoring events and program budgets. Recommends permit fee structures. Establishes revenue goal and maintains expense records.

Assumes additional City event responsibilities as required.

Other duties as assigned.

SUPERVISORY RESPONSIBILITIES
May coordinate and supervise assigned special event volunteers.

Minimum Qualifications

High school diploma or general education diploma (GED) required. Bachelor’s degree in event management, non-profit management, public relations, marketing, business, public administration or related field preferred. Minimum three (3) years’ experience in mid to large scale public special event planning and/or community event management. Must have exceptional customer service/public relations skills and ability to deal with diverse populations and events. Ability to coordinate multiple vendors, contracts, volunteers, and assigned staff.

Other Qualifications

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. 

LANGUAGE SKILLS
Excellent written and verbal communication skills with the ability to effectively communicate and interact with all levels of personnel within the City and the general public in a positive and cooperative manner. Proficient written communications skills with the ability to effectively research, write, draft, edit and prepare final documents and reports related to position. Communicates in a timely and professional manner with citizens, visitors, and City of Golden staff. Exhibits strong organizational and customer service skills.

MATHEMATICAL SKILLS
Ability to use basic addition, subtraction, multiplication, and division for working with budgets, income and expense reports, and contracts. Ability to develop and administer event budgets.

REASONING ABILITY
Ability to remain calm and productive on projects that involve tight deadlines, diverse personalities, and creativity. Ability to function and make good decisions in the absence of a supervisor. Ability to exercise discretion and maintain a high level of confidentiality, tact, integrity, and ethics in dealing with sensitive matters. Proficient multi-tasking skills with the ability to provide all levels of administrative support to multiple managers in a professional work environment as required.

OTHER SKILLS AND ABILITIES
Knowledge of principles and practices of special events management, public relations, marketing, promotions and advertising, developing and administering event budgets, sponsorship development, and vendor and sponsor contractual agreements relative to municipal special events. Knowledge of local community and local resources. Knowledge of materials, services, and support systems required for staging special events.

Strong computer skills including MS Office products, internet use, and social media applications. Must work well independently and with teams while providing excellent, respectful customer service and human relations skills.

Must be a self-starter with ability to work independently.  Plans own work and the work of others to meet defined work plans and objectives. Contributes to the development of the department; recognizes, initiates, and leads improvement activities.

MATERIALS & EQUIPMENT DIRECTLY USED

General office equipment, smartphone, computer/tablet, etc. Personal or city vehicle. Standard office software such as MS Office.

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.

While performing the duties of this job, the employee must be able to stand, walk, complete short hikes, and sit. The employee will occasionally need to lift and/or move up to 40 pounds.

WORK ENVIRONMENT
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job.

Ability to work long hours including evenings and weekends at special events and programs as required, especially during summer. Requires regular and prompt attendance. Work involves frequent interruptions and shifting priorities. While performing the duties of this job, the employee is occasionally exposed to high public traffic areas and outdoor weather conditions.

City of Golden is an Equal Opportunity Employer