11/03

City of San José
EVENTS COORDINATOR II (6332)
EVENTS COORDINATOR II PT (6333)

 CLASS CODE: 6332 FT,
6333 PT 		   
DEPARTMENT:
Varies		 ACCOUNTABLE TO:
Varies
FLSA STATUS:
Non-exempt

CLASS SUMMARY:
   Plans and coordinates complex and/or large multiple events at the Convention Center, downtown City streets and other related City facilities or outside areas. May also plan and coordinate certain short-term events on private property (such as a shopping mall, school or corporation parking lots). Acts as the liaison between the event organizer and any government agency or other entity required to coordinate events. Events include parades, trade shows, conferences, expos, conventions, corporate meetings, fundraisers, consumer shows, performing arts, festivals, art shows and exhibits. Performs other activities related to event coordination, such as issuing permits and billing clients,

DISTINGUISHING CHARACTERISTICS:
   The Events Coordinator II is the second level of the three-level Events Coordinator series. This class differs from that of Events Coordinator I in that incumbents of this class perform event coordinating for complex and multifaceted events that require major budget tracking and detailed logistics. This level coordinates events with event organizers who represent major companies, agencies or other large entities. The Events Coordinator II classification is typically not used for less complex events such as events scheduled at parks and other recreation areas. The Events Coordinator II is distinguished from the next higher level of Senior Events Coordinator in that the latter class normally performs the most complex and difficult event coordinating for events that are considered high profile, political or diplomatic in nature, performs other projects such as computer systems management and research projects, leads or supervises Event Coordinator I and II, and has extensive interaction with high levels of management and community leaders from the U.S. and other countries. The Event Coordinator I & II are not flexibly staffed classes.

QUALIFICATIONS
   (These qualifications are typically required. An equivalent combination of education, experience, knowledge, skills, and abilities sufficient to satisfactorily perform the duties of the job may be substituted.)

Education and Experience
   Any combination of training and experience equivalent to a Bachelor’s degree from an accredited college or university in business, public administration, hospitality management or a related field and two (2) years of coordinating a variety of events in a large cultural, convention or entertainment facility, of which one (1) year must have been at a level equivalent to the class of Events Coordinator with the City of San Jose.

Minimum Knowledge, Skills and Abilities (position requirements at entry and depending on area of assignment):

· Knowledge of current crowd management and security practices.
· Knowledge of security and safety regulations.
· Knowledge of computer software including Windows, Outlook, Excel, Power Point.
· Knowledge of principals and practices of public administration.
· Knowledge of physical environment and crisis resolution techniques and methods.
· Knowledge of business practices and procedures.
· Knowledge of basic conflict resolution and mediation techniques.
· Knowledge of applicable laws, rules and regulations.
· Knowledge of planning and coordinating service requirements for a variety of trade, business, educational, theatrical, entertainment, industrial and recreation events.
· Ability to lead and direct others effectively.
· Ability to negotiate and administer contractual agreements.
· Ability to communicate clearly and concisely and effectively both orally and in writing.
· Ability to meet and work successfully with performing artists, promoters, stage managers, trade unions, media, political groups, convention managers and the general public.

Desirable Qualifications (likely to contribute to more successful job performance; can often be learned on the job):

· Knowledge of rate structures.
· Knowledge of labor negotiation practices and standards.
· Knowledge of box office auditing and accounting practices.
· Knowledge of pertinent, health, fire and safety regulations affecting use of municipal facilities.
· Ability to use, monitor and supervise use of computer assisted drawing programs.
· Ability to use, monitor and supervise use of RICS, a program specific to the convention industry.

DUTY
NO.		 TYPICAL CLASS ESSENTIAL DUTIES: (These duties and estimated frequency are a representative sample; position assignments may vary depending on the business needs of the department.) Duties may include, but are not limited to, the following:

FREQUENCY
1. Plans for and coordinates multiple events to include; reviewing and evaluating event plans, developing detailed diagrams, layouts and procedures, providing recommendations to event organizers and groups; holding pre & post event meetings; distributing information to all City and/or contractor personnel for implementation of all contractual obligations and conditions prior to event. Daily
2. Meets and confers with event organizers on appropriate venues, required permits, health and safety issues, crowd safety measures, location sensitivities and location availability. Weekly
3. Meets with representatives from other departments, unions business and community groups to discuss and prioritize client/participant requests, prioritize assignments, and determine facility requirements. Weekly
4. Prepares event budgets and monitors event expenditures. May produce revenue projections and perform revenue analysis. Weekly
5. For inside events, coordinates equipment and staffing needs, including payment of contract labor, and equipment rental.. Equipment may include lighting, sound and video equipment communications equipment, etc. May obtain, supervise and evaluate outside contractors such as ushers, Security, Police, Custodial, Catering, Electrical, Service Contractors, First Aid, Fire staff for events or coordinate the activities of City personnel such as Sound and Light Technicians.
 Daily
6. Negotiates and administers contracts for equipment, services and labor provided to clients, patrons and the general public by the City of San Jose. Weekly
7. Attends events and provides on-site event management including; providing leadership and expert advice; authorizing service adjustments; determining actions in emergency situations and acting as a liaison with Police and other departments. Weekly
8. Prepares event reports and billing statements at the close of events including deciding which services to charge and determining appropriate charges and equipment charges. Weekly
9. Recommends adaptations and/or changes in technology or procedures to attract more clients, promote the City of San Jose and/or to coordinate successful events. Monthly
10. May represent the City of San Jose in conferences, meetings and workshops relating to events/programs and their impact on the community. May act as a liaison in public relations matters. Monthly
11. Establishes principles and practices of marketing, promoting and advertising events. Monthly
12. May act as a lead to lower level Event Coordinators and/or other staff. Daily
13. Performs other duties of a similar nature or level. As Required

PHYSICAL REQUIREMENTS (Check all that apply to performance of the essential duties of the job)

X Climbing   Kneeling   Crawling
  Balancing   Lifting   Reaching
  Stooping X Fingering X Standing
X Talking   Grasping X Walking
X Hearing   Feeling   Pushing
  Crouching        

 

 

 

 

__X___Medium Work: Exerting up to 50 pounds of force occasionally, and/or up to 20 pounds of force frequently, and/or up to 10 pounds of force constantly to move objects.

CLASSIFICATION HISTORY:
Revised 11/03; S003
Formerly titled Events Coordinator