Special Events Coordinator Jobs

Starting at 60,000!!

Organization Information:
The Boys & Girls Clubs of the Midlands (BGCM), an affiliate with Boys & Girls Clubs of America is a comprehensive out-of-school provider designed to support the most vulnerable youth in the Midlands. We have a vision to provide a world-class Club Experience that assures success is within reach of every young person who enters our doors, with all members on track to graduate from high school with a plan for the future, demonstrating good character and citizenship, and living healthy lifestyles.

Position Summary:
The Special Events Manager is responsible for providing leadership and direction in identifying and creating opportunities to build public awareness of Club services, programs, and activities as well as planning and executing a variety of fund-raising and stewardship events for Boys & Girls Clubs of the Midlands. This person also partners closely with the Board of Directors, Chief Development Officer, Development Director, Marketing and Public Relations Manager, Southwest Iowa Board of Trustees, Family Guild and volunteer committees to plan and coordinate special events that meet program or fundraising goals. They will evaluate and reports results, with recommendations for modifying events to improve success.

Essential Functions:
Strategic Planning:

• Contribute to the planning and implementation of special events as assigned, working with Club staff and volunteers to coordinate activities and facilitate communications to promote the mission of BGCM
• Negotiate with vendors and sponsors to obtain space, refreshments/catering, audio-visual needs, event journals and all related materials and resources that ensure event success
• Work with program staff and volunteers to ensure that every event contains program content to enhance the knowledge of the audience and general public regarding the mission and programs of BGCM

Resource Development:

• Contribute to attaining financial support:
• Plan creative events that facilitate solicitation of donations from target audiences
• Identify and recruit corporate sponsors to underwrite event expenses or to donate gifts, cash or in-kind services to minimize expenses
• Recruit and lead volunteer event committees by providing leadership, training and support to ensure success.
• Steward Honorary Chairs for events
• Manage honorary chairs, committees, volunteers and staff in various capacities relating to events
• Serve as a liaison to the Southwest Board of Trustees and Family Guild on event sponsorships, auctions, raffles and logistics
• Solicit sponsorship, underwriting, in-kind donations, table and ticket sales, and auction and raffle items
• Procures in-kind donations, prizes, plaques, awards, printing for the purpose of lowering fundraising costs

Resource Management:

• Works closely with the Chief Development Officer on event budgets
• Manage administrative and operational systems to:
• Track expenses involved in implementing all special events
• Record all direct and indirect revenues realized by events
• Recognize contributions with acknowledgment letters
• Understand and carry out the procurement process for events including logistical processing of purchase orders, receipts and internal and external coordination
• Record and complete necessary paperwork and follow up for future events
• Program and Service Management:
• Ensure effective program implementation and administration, making sure all event and related logistics and support activities are carried out as scheduled
• Evaluate success of special events, as determined by appropriate measures such as attendance, revenues generated, public relations activity, enrollment in Club programs, etc. to ensure events are meeting financial and community needs
• Marketing and Public Relations:
• Increase visibility of Club programs, services and activities by informing all media contacts and target audiences of scheduled special events. Prepare and distribute press releases, community bulletins and newsletter articles regarding events and outcomes
• Other duties may be assigned

Qualifications:
Recommended:

• Excellent verbal and written communication skills
• Excellent interpersonal and internal/external customer service skills
• Demonstrated organizational skills and project management abilities, attention to detail, and promptness
• Knowledge of the mission, vision, values, core beliefs, objectives, policies, programs, procedures, principles, and practices of non-profit organizations, youth development services preferred
• Experience working with and demonstrating compassion and/or sensitivity toward vulnerable populations and individuals with diverse backgrounds present in the organization’s service population, both individually and in groups
• Ability to establish and maintain effective working relationship with Club staff, Board members, volunteers, community groups, and other related agencies
• Must be of flawless integrity & be able to fully embody our organizational Core Values

Required:

• Bachelor’s degree from an accredited college or university
• One to five years of work experience in non-profit agency operations, specifically in the fields of event planning
• Knowledge of fundraising techniques and sources of funding for non-profit agencies and organizations
• Demonstrated success in event planning and ability to organize and complete multiple tasks simultaneously
• Strong volunteer management skills
• Ability to maintain highly confidential information
• Knowledge of accessing and managing donor database
• Ability to independently make decisions regarding BGCM events
• Must be able to effectively navigate and function within a virtual environment
• Must effectively and comfortably manage in a virtual environment:
• Must serve as a technology advocate and understand the tools available and optimal methods to ensure utilization of technology is promoted at every opportunity
• Must be able to inspire trust and motivate virtual teams using strong communication, developmental and interpersonal skills and an ability to adapt to different virtual platforms
• Must successfully guide virtual teams, communicate clear goals, and facilitate problem solving
• Must be proficient in the use of Windows, Internet, Microsoft Suite (Microsoft Teams, Word, Excel, Outlook, Access or other database software proficiency), Zoom or other Virtual Meeting platforms, and Google Platform (Drive, Docs, Sheets, Slides)
• Ability to earn and maintain mandatory CPR & First aid certification or obtain within 6 months of hire
• Maintain a valid driver’s license and meet eligibility requirements to drive a BGCM vehicle
• Must be able to pass a drug test, criminal and driving records investigation
• The ability to read and write is necessary to complete reports and properly document program and organizational data
• Must have reliable transportation to get to sites or meetings
• Must have regular and reliable attendance

Knowledge, Skills and Abilities:

Knowledge:

• Clerical — Knowledge of administrative and clerical procedures and systems such as word processing, managing files and records, designing forms, and other office procedures and terminology
• Customer and Personal Service — Knowledge of principles and processes for providing client and customer services. This includes customer/client needs assessment, meeting quality standards for services, and evaluation of customer satisfaction
• English Language — Knowledge of the structure and content of the English language including the meaning and spelling of words, rules of composition, and grammar
• Psychology — Basic knowledge of human behavior and performance, learning and motivation; Demonstrates an understanding of individual differences in ability, personality, and interests
• Safety and Security — Knowledge of relevant equipment, policies, procedures, and strategies to promote effective organizational security operations for the protection of people, data, property

Skills:

• Active Listening — giving full attention to what other people are saying, taking time to understand the points being made, asking questions as appropriate, and not interrupting at inappropriate times
• Collaboration – Works cooperatively with members and staff across the organization to achieve shared objectives, impact and outcomes
• Coordination — adjusting actions in relation to others' actions
• Critical Thinking — using logic and reasoning to identify the strengths and weaknesses of alternative solutions, conclusions or approaches to problems
• Interpersonal Savvy – ability to build appropriate rapport, establish positive, professional, business communications, and maintain effective working relationships with the Board of Directors, top leadership, team members, volunteers, community groups, and other related agencies; uses diplomacy and tact; can diffuse even high-tension situations comfortably
• Judgment and Decision Making — Considering the relative costs and benefits of potential actions to choose the most appropriate one; a commitment to data driven decision making
• Leadership – Developing commitment, influencing, empowering, leading by example, managing change, providing recognition, team building, working alongside your staff, coaching them through tasks
• Learning – A strong commitment to continuous growth and learning; Thorough knowledge of or ability to learn: the mission, objectives, policies, programs and procedures of BGCM
• Maintain Records – Keep accurate and up-to-date records, log, record, itemize, collate, tabulate data
• Management — Motivating, developing, and directing people as they work, identifying the best people for the job
• Monitoring — Monitoring/Assessing performance of yourself to make improvements
• Patience – Ability to work calmly under pressure; Is tolerant with people and processes; listens and checks before acting; tries to understand the people and the data before making judgements and acting; waits for others to catch up before acting; sensitive to due process and proper pacing; follows established process;
• Reading Comprehension — understanding written sentences and paragraphs in work related documents
• Social Perceptiveness — Being aware of others' reactions and understanding why they react as they do
• Speaking — talking to others to convey information effectively
• Time Management — managing one's own time and the time of others; ability to meet deadlines and prioritize tasks

Abilities:

• Deductive Reasoning — the ability to apply general rules to problems to produce answers that make sense
• Inductive Reasoning — the ability to combine pieces of information to form general rules or conclusions (includes finding a relationship among seemingly unrelated events)
• Integrity and Ethics – the ability to act with honesty, integrity, professionalism, and confidentiality
• Oral Expression and Comprehension — the ability to listen to, understand and communicate information and ideas presented through spoken words and sentences
• Problem Sensitivity — the ability to tell when something is wrong or is likely to go wrong; It does not involve solving the problem, only recognizing there is a problem
• Speech Recognition — the ability to identify and understand the speech of another person
• Written Comprehension — the ability to read and understand information and ideas presented in writing

Written Expression — the ability to communicate information and ideas in writing so others will understand

Competencies:

• Communication skills – Possesses effective communication skills: oral, written, speaking and listening.
• Initiative – Takes action, seeks new opportunities, strives to see projects to completion
• Interpersonal Skills – Builds strong relationships, is flexible/adaptable, works well with others, solicits feedback; able to effectively communicate with top leadership, volunteers, and team members in a positive and professional manner.
• Planning & Organizing – Displays ability to effectively plan, organize, prioritize and implement applicable tasks or projects in relation to established goals and objectives. Displays precision and attention to detail.
• Problem Solving – Strives to understands contributing factors, works to resolve complex situations.

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 (The phrases “occasionally”, “regularly”, and “frequently” correspond to the following definitions: “occasionally” means up to ? of working time, “regularly” means between ? and ? of working time, and “frequently” means ? and more of working time.).

• Must be able to work in a cubical environment with long hours at a computer.
• Must be able to effectively operate the telephone system and other office equipment.
• Must be able to deal with normal levels of stress.
• Must be able to regularly sit and use hands to finger, handle, or feel objects, tools, or controls.
• Must be able to frequently talk or hear.
• Must be able to occasionally stand; walk; reach with hands and arms, and stoop, kneel, crouch, or crawl.
• Must be able to regularly lift and/or move 15-25 lbs. and should do so in a sound and safe manner.
• Specific vision abilities required by this job include close vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.
• Must be able to work at special events.
• Maintain a valid driver's license and meet eligibility requirements to drive a BGCM vehicle.
• Must have reliable transportation to get to sites or meetings.

Working Conditions:

• Frequent deadlines.
• Workload may fluctuate throughout the year.
• Typical office environment. The employee must be able to complete their work satisfactorily in an environment where there are significant distractions including staff, clients, parents, children, volunteers, and vendors walking through and conversing, telephones ringing, conversations carrying over, loud noises, and interruptions to answer questions from others.
• Regular and punctual attendance at the assigned work location is required.

Job Performance Expectations:

• Accountability—Commitment to youth development and the stewardship of resources.
• Integrity and Ethics—Honesty, fairness, transparency and consistency.
• Job Knowledge—Continuous learning to remain compliant and progressive.
• Quality—Continued improvement with job duties.
• Teamwork—Demonstrated solidarity to meaningful and considerate relationships.

The above statements are intended to describe the general nature of work being performed by employees assigned to this classification. They are not intended to be construed as an exhaustive list of all responsibilities, duties and skills required for personnel so classified. Reasonable accommodations may be made to enable individual with disabilities to perform the essential functions. This job description is not an employment agreement or contract. Management has the exclusive right to alter this job description at any time without notice.