Events Coordinator

Position Title:

Events Coordinator

Bargaining Unit:

AFSCME

Job Description:

Salt Lake City Corporation is seeking a motivated and highly organized full-time Event Coordinator to support operations at the Salt Lake Regional Athletic Complex—a premier, 100-acre athletic facility featuring 16 sand-based, multi-sport fields that host top-tier local, regional, and national youth tournaments throughout the year.

This position plays a vital role in the success of the complex by coordinating athletic events and league reservations, managing event logistics, and serving as a primary point of communication between tournament directors, leagues, city staff, and maintenance teams. The ideal candidate will have experience overseeing multi-sport events, strong organizational and communication skills, and the ability to manage multiple schedules, contracts, and event details in a fast-paced environment.

If you enjoy planning, coordinating, and delivering high-quality athletic events in a dynamic sports environment, this could be the perfect opportunity to join our team and help create exceptional experiences for athletes and families from across the region and the country.

This position is eligible for full city benefits, including:

• Health Insurance
• Dental, Vision and Life Insurance
• Paid vacation and personal leave
• 6-12 weeks of paid parental leave available
• Retirement contributions toward a pension plan and/or 401(k)
• A robust Employee Assistance Plan (EAP)
• Up to $4,000 tuition reimbursement annually
• Discounted supplemental benefits like pet insurance and legal services

TYPICAL DUTIES:

• Coordinates facility usage & events including but not limited to classes, camps, programs, rentals, performances, film screenings, special events, and other community and city events.
• Receives, reviews, and approves use applications including rentals, tournaments, and events.  Works with the program managers to approve applications. Assists in coordinating City-sponsored special events.
• Makes decisions using applicable regulations, policies, practices, or procedures to determine eligibility and/or feasibility of event requests. Consults with respective officials to determine appropriate staffing, facility usage, and safety for scheduled events.
• Determines costs of City services and informs petitioners of various costs, regulations, legal guidelines, and event processes. Collects, processes, and deposits rental fees and any other fees associated with events. Advises applicant of effective strategies to minimize costs and maximize results. Consults, as needed, with facility’s staff and management.
• May interact with other city departments including the Mayor’s Office, and external agencies or groups to obtain sponsorships and support for events. This may include in assisting with marketing strategies, media coverage and public relations.
• Inputs room or field reservations into reservation system. Creates rental and programming agreements for facility usage. Ensures that rental, tournament, and all other agreements are completed.
• Answers questions from event organizers and facility users about facility policies, staffing and service requests, costs, and processes, necessary to use the facility, and under what conditions the usage is permitted. 
• May inventory and maintain rental equipment and furniture, including setup, takedown, storage, and maintenance.
• Assists in developing policies and procedures that serve as the governing rules for conducting rentals and events. Assists in developing and updating event policies, requirements, and rental procedures, application forms, and information pamphlets.
• May oversee hourly event staff, volunteers, and their schedules. This may include ensuring staff are present for all events, are completing assigned tasks, and monitor their certifications and trainings. Routinely works with Managers to evaluate staffing needs.
• May evaluate or assist in evaluating, preparing and administering budget needs, expenses, and fees. Works with manager to establish annual budget needs and projected revenue.
• Interacts with staff in providing communication, information and support needed to assure the best possible customer service. 
• May promote events and customer experience on social media platforms. 
• Performs other duties as assigned.

MINIMUM QUALIFICATIONS:

• Associate degree from an accredited college or university plus two years paid experience working full-time in an office environment or programming. Education and experience can be substituted on a year for year basis.
• Ability to establish and maintain effective working relationships with event organizers, City staff and the public.
• Ability to communicate effectively. Ability to present proposals and ideas.
• Ability to analyze problems, develop and recommend solutions and make decisions.
• Must be able to use and operate a personal computer and applicable software including word processing, spreadsheets, fax and Internet programs. This will include reservation software, financial software and maintenance work order systems.
• Ability to pull data from systems and analyze data in a spreadsheet, to support manager’s ability to make effective decisions.
• Ability to move from one location to the other.

PREFERRED QUALIFICATIONS:

• Experience with budgeting and record keeping.
• Experience in fundraising, marketing, and/or public relations.

WORKING CONDITIONS:

• Moderate physical effort. Comfortable working positions, setting up and disassembly of chair risers, chairs, tables, and other furniture and equipment as needed, intermittent sitting, standing and walking; occasionally outdoors.
• Some exposure to stressful situations as a result of human behavior and time constraints.

Offers of employment are contingent on successful completion of a criminal background check in accordance with City policy and applicable law.  Criminal offenses will be reviewed on a case-by-case basis and do not automatically disqualify a candidate from City employment.

The above statements are intended to describe the general nature and level of work being performed by persons assigned to this job.  They are not intended to be an exhaustive list of all duties, responsibilities and skills required of personnel so classified. 

All requirements are subject to possible modification to reasonably accommodate individuals with disabilities.
 

POSITION TYPE

Full-Time

POSITION SALARY RANGE

$27.45 - $34.00

DEPARTMENT

Public Lands

Full Time/Part Time:

Full time

Scheduled Hours:

40