Community Programs and Events Coordinator (Key Biscayne)

VILLAGE OF KEY BISCAYNE ♦ 88 West McIntyre Street, Key Biscayne, Florida 33149

CAREER OPPORTUNITY

The truly spectacular Village of Key Biscayne, incorporated on June 18, 1991, is in the center 1.25 square miles of a four-mile-long, two-mile-wide barrier island between the Atlantic Ocean and Biscayne Bay. The island is connected via a scenic causeway and bridges to the City of Miami, only seven miles away. Key Biscayne is a thriving and vibrant residential community of more than 14,800 residents. Together with our residents, we are enhancing an already safe and secure village; a thriving and vibrant community and local marketplace; engaging and active programs and public spaces; an accessible, connected, and mobile transportation system; and a resilient and sustainable environment and infrastructure.

The Village of Key Biscayne Community Center (KBCC) has been a vital part of the community since it opened its doors on October 30, 2004. The KBCC Division offers an array of programs and activities to keep Key Biscayne residents of all ages physically active, mentally stimulated, and socially connected.

As Community Programs and Events Coordinator your responsibilities will be:

· Coordinates community special programs and the planning and production of special events throughout the Village.

o Manages and integrates programs and events initiative as significant component of the Village’s entire community programming and engagement.

o Ensures events complement one another and fit into larger community program intent.

o Synchronizes Village events with other organizations events to minimize conflict and redundancy.

o Creates working agreements with each community program and event group to outline the services and deliverables to be provided and to ensure that the groups are accessible and serve a public purpose.

o Coordinates and directs the operation and processes of planning, reviewing, coordinating the applications, and permitting special events.

o Promotes programs and special events to the community. Ensures all events are on the community calendar, and do not conflict with other events.

o Develops an annual program and event guide to advertise and highlight the activities.

o Provide community program and event groups administrative and financial support ensuring funds are expended for the intended public purpose. This includes reviewing and submitting all payment requests to the Village’s Finance Department.

o Pursues potential grants to support individual programs or events, or the entire Village program.

o Prepares quarterly reports detailing each group’s financial and programmatic activities confirming they are providing the services described in their proposal to the Village.

o Schedules, participates in, and reports on all pre-event planning meetings and after-action briefings for each special event and community group.

o Offers logistics support and coordination for community groups and Village special events.

o Shall be present and proactively assist each community group during their events and activities.

o Provides feedback for improvement in processes when barriers or issues arise with events.

o Manages the programs and events annual cycle that begins with release of a Request for Letters of Interest followed by submittal evaluation, recommendations, and budgeting input.

· Is an effective communicator who can establish and maintain effective working relationships with community groups, Village departments, vendors, contractors, and residents as well as knowledgeable of local and regional rules, policies, and procedures.

o Responds timely and professionally to event organizers, interested parties or others within the community when contacted with questions or concerns surrounding an event.

o Remains in frequent contact with each community group’s point of contact and provides Parks, Recreation & Open Spaces Department staff with regular updates regarding events and activities.

o Provides subject matter expertise in logistics and criteria for unique and complex events.

o Assures that special events comply with all Building, Police and Fire safety requirements.

o Understands or is able to learn the Village’s codes and regulations related to street closures, food trucks, open container, restrictions, alcohol usage, solid waste, recycling, permitting and other codes and ordinances.

o Understands the Village’s sound and/or noise ordinance and its impact and relation to special events.

o Understands Americans with Disabilities Act and the adherence needed for accessibility of events and programs.

o Stays current on citywide projects that may impact special events such as Capital Improvement Projects (CIP) that could include roundabouts, repaving, park repairs, new parks, and underground infrastructure in order that events and projects do not conflict.

· A results-oriented leader with the ability to apply contemporary technical and business solutions to attain desired outcomes.

o Oversees and maintains all financial records pertaining to revenue and expenditure for special events, community groups and facility rentals.

o Develops a new application process for community groups to submit proposals for administrative review and evaluation. The evaluation process will be based on how the applicants align with the Village’s strategic goals and objectives and lead to subsequent funding recommendations.

o Explores and suggests innovative ways to manage and fund special events and community groups.

o Develops performance metrics for all community programs and events to evaluate execution and guide improvement.

o Evaluate the facilities currently used for programs and events and provide suggested improvements that would enhance performance.

o Evaluate facilities currently not utilized to host programs and events and detail the improvements required to diversify and activate new locations within the community.

· An ancillary component of the Community Groups Coordinator position is to serve as a Passport Acceptance Agent. A Passport Acceptance Agent is an individual trained and certified by the U.S. State Department to initiate and “execute” the passport application process for new passports, first-time passports, lost passports, child/minor passports, and for applicants who are not eligible to renew their passports. The person holding this position will complete the Passport Acceptance Agent training within the first 6 months of employment.

· Incumbent may be required to perform job-related tasks other than those specifically presented in this job description.

MINIMUM REQUIREMENTS:

Education and Experience:

· Bachelor’s Degree from an accredited college or university in Parks & Recreations, Communications, Public Relations, Media Relations, Advertising, or related area preferred.

· Three (3) years of experience in group coordination, marketing, event services, event scheduling, coordinating, permit review or processing.

· Or the equivalent in education, training, and experience, which would provide the necessary knowledge, skills, and abilities.

· Thorough knowledge of management with direct experience in budgeting/finance, marketing, logistics, negotiations, event services, and event scheduling.

· Ability to research, prepare and present reports.

· Ability to communicate effectively in developing and sustaining an entrepreneurial business-like approach while maintaining a strong focus on customer service and community engagement.

· Ability to analyze and prioritize programmatic requirements and activities, to ensure continuity of essential functions and efficient use of available resources.

· Ability to communicate effectively and clearly, both orally and in writing.

· Ability to respond courteously, tactfully, and effectively to public concerns and complaints.

· Must have current State of Florida driver's license.

· Ability to fluently speak, hear, read, and write the English language. Ability to communicate in Spanish is a plus.

· Must offer flexibility in work schedule to accommodate occasional evening, weekend, or holiday work.

GRADE: 62 SALARY RANGE: $59,625 – 97,486

POSITION TYPE: Full-Time, Non-Exempt, 35 hours per week

WORKING AT THE VILLAGE OF KEY BISCAYNE: Join a values-based organization that deliberately focuses on supporting its residents first, working as a team with all partners, being a steward of taxpayers’ money, pursuing excellence in all that we do, and is empowering employees to achieve V