SPECIAL EVENTS COORDINATOR

RESPONSIBILITIES

Essential Functions

1. Special Events Negotiations.

• Conduct negotiations with clients and organizations regarding event specifications in a timely and courteous manner.
• Maintain accurate and current special events calendar and ensure that calendar is distributed in an accurate and timely manner.
• Ensure that special event schedules and activities involving other departments are established in conjunction with appropriate manager so as to optimize time, schedules, and space for all departments involved.
• Ensure clients accounts are updated and accurate in Caterease Software, to include managing payments and logging payment info into Caterease
• Meet or exceed the expectations of the Director of Food Service for developing contracts and ensuring that all contracts are completed in an accurate and timely manner.
• Ensure timely and accurate collection of deposits and payments.
• Prepare contracts for each Special Events customer and make sure that all appropriate internal and external parties sign these contracts; Ensure conditions of the contract are met both internally and externally, including the collection of deposits and payments from USSRC customers.

1. Organizing and Monitoring Special Events.

• Attend special events to ensure that they are conducted in a manner that reflects the Mission, Vision, and Spirit of the USSRC.
• Ensure that special events are in accordance with USSRC policies, procedures, and regulations.
• Assist representatives from industrial, civic, and governmental agencies and organizations, as well as private individuals, with planning special functions in accordance with USSRC policies procedures and regulations.
• Meet or exceed the expectations of the Director of Food Service for the accurate and timely completion of related tasks and assignments.

This position has the following special requirements:

• Sitting for long periods of time (4-6hrs) behind desk.
• Ability to stand for extended periods (up to 3 hours).
• Walking, climbing (stairs) to access other departments.
• Feeling, wrist movements, seeing, reading to operate computer terminal, office equipment, and handle various documents.
• Talking and hearing to assist customers and employees in person and over the telephone.
• This position involves working in a climate-controlled office environment. This position deals extensively with the public and with employees who interact with assigned area of responsibility. This position will involve some late-night closing.

Supervisory Responsibilities : Yes

• Adheres to organizational policies and applicable laws
• Instructs, coaches and encourages staff to support by action and example the mission and vision of the Center
• Demonstrates good judgment within supervision of staff
• Effectively monitors staff performance and offers appropriate coaching, counseling or supervision as required
• Completes staff evaluations, documentation, etc., on time and effectively
• Serves as an effective role model to staff by demonstrating exemplary work ethics

Travel Required : No

QUALIFICATIONS

Required Education and Experience:

High school or GED and 2 years formal education or technical training beyond the high school level.

Preferred Education and Experience :

Minimum of 2 years’ experience in contract negotiations, event planning or catering OR an equivalent combination of education and experience. Must be professional, detail oriented, and courteous. Must possess excellent verbal and written communication skills to interact effectively with guests and employees.

Other Requirements:

Computer Experience: Must be able to use a 101 key keyboard and possess knowledge of DOS and Windows based operating systems; including some basic associated software applications (i.e. word processing / spreadsheet).

General Requirements

1. Willingness to be open to learning and growing
2. Interpersonal skills to work as an integral part of a team
3. Appropriate interpersonal/personal boundaries
4. Maturity of judgment and behavior
5. Accepts full responsibility of their actions and how these may affect others
6. Adherence and participation in the Center’s Safety Program

Professional Standards

1. Understands and follows all policies & procedures
2. Maintains high standards for work areas and appearance, presents self in a highly professional manner to others and understands that honesty & ethics are essential
3. Ensures that excellent customer service is maintained with each customer
4. Maintains a positive attitude toward the position, the company and co-workers
5. Appreciates that promptness and attendance at work is a part of sustaining a professional relationship with the company

Teamwork Standards

1. Takes an interest and initiative in the development of the Department’s team
2. Maintains pleasant and professional relationships with co-workers & assists as needed
3. Remains positive about the team and facilitates an optimistic approach to resolution of issues
4. Maintains productive, effective and professional relationships with all departments

Eligibility Qualifications

• Must be authorized to work in the United States.

WORK ENVIRONMENT

Environmental Factors

This role operates in a variety of settings, including office environments and on-site event venues. The position involves extended periods of standing and walking, coordination in crowded or active settings, and the ability to work both indoors and outdoors in varying weather conditions. The role may require lifting and transporting event materials and working under time-sensitive deadlines.

Expected Hours of Work:

40 hours per week. Must have flexible availability, including early mornings, evenings, weekends, and holidays.

DISCLAIMERS

The U.S. Space & Rocket Center is an Equal Opportunity Employer

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, pregnancy, sexual orientation, gender identity, national origin, disability, or veteran status.

Duties and Responsibilities May Change with or Without Notice

This job description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities that are required of the employee. Duties, responsibilities, and activities may change, or new ones may be assigned at any time, with or without notice.

Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities


This employer is required to notify all applicants of their rights pursuant to federal employment laws.
For further information, please review the Know Your Rights notice from the Department of Labor.