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Events Coordinator I

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Job ID:

719

Category:

Arts, Design, Entertainment
col-narrow-right   

Location:

San Jose 

Job Views:

1672

Posted:

07.31.2017
col-wide   

Job Description:

Happy Hollow Park and Zoo is seeking a dynamic Events Coordinator to develop and grow a private rental program for the park. This is a new business opportunity for Happy Hollow and the person in this position will work with park staff to understand park operations, develop a sales program to pursue rental opportunities, execute that sales program and then work with clients to deliver rentals that provide a high quality experience for our daily guests and rental customers alike.

 

Happy Hollow Park and Zoo, located in San Jose’s Kelley Park, is the South Bay’s premiere family attraction. Owned and operated by the City of San Jose Department of Parks, Recreation and Neighborhood Services, Happy Hollow sees over 450,000 visitors per year. Founded in 1961, Happy Hollow was among the first zoo’s in the country to combine the educational aspects of a zoo with the fun and whimsy of an amusement park.

Happy Hollow currently includes amusement park rides, food concessions, puppet theater gift shop and a zoo that is accredited by the Association of Zoos and Aquariums. The park runs day camps, evening events and animal shows focused on science education and promoting our mission of connecting people to nature through play.

 

Responsibilities for this position include, but may not be limited to:

Develop a sales strategy for private rentals at Happy Hollow Park and Zoo. This includes identifying potential prospects, and developing marketing materials and collateral.

Ensure that events are consistent with HHPZ operations protocols and safety standards.

Work with HHPZ operations teams to coordinate execution of events. Maintain ability to work with HHPZ operations staff during events.

Perform client outreach, respond to inquiries, and hold site tours for prospective clients.

Perform site walk throughs and develop layout plans for events.

Prepare and administer contractual agreements.

Prepare event budgets, cost proposals and monitor event expenditures.

Ensure that appropriate guidelines and legal requirements are met with respect to health and safety, ingress/egress, lighting and equipment needs, labor and contractor needs (i.e., security, catering), crowd control, permit needs, etc.

Respond to client's requests, questions, and concerns at any time prior to, during or after the event.

Develop and maintain knowledge of safety regulations and procedures affecting the use of public parks for private events.

Develop and maintain knowledge of pertinent local, state and federal health, fire and safety regulations affecting the use of city parks.

Develop evaluation procedures and monitor customer satisfaction.

Develop reporting criteria to document the success of the rental program to PRNS officials.

Provide 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.

 

NOTE: Candidates must be willing and able to work weekends, holidays and/or other shifts as required.

 

This recruitment may be used to fill multiple positions in this, or other divisions or departments. If you are interested in employment in this classification, you should apply to ensure you are considered for additional opportunities that may utilize the applicants from this recruitment.

 

Job Requirements:

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. Experience as a Recreation Program Specialist or Community Coordinator in the role of coordinating events with the City of San Jose may be substituted for the education requirement on a year for year basis, up to two years.

 

Employment Eligibility: Federal law requires all employees to provide verification of their eligibility to work in this country. Please be informed that the City of San José will not prepare or file a labor condition application with the Department of Labor. State law requires all employees working with youth to provide medical verification of negative tuberculosis test results within the last two years.

 

Background Check: Candidates will be required to undergo a background check, including a criminal history records check, before being considered for a position.

 

Competencies 
The ideal candidate will possess the following competencies, as demonstrated in past and current employment history. Desirable competencies for this position include:

Job Expertise - Knowledge of principles, techniques and methods required in marketing, promotions, public and media relations, with an ability to identify event problems and take effective course of action.

Customer Service - Demonstrates the ability to anticipate customers' needs and deliver services effectively and efficiently in a timely, accurate, respectful and friendly manner

Multi-Tasking - Can handle multiple projects and responsibilities simultaneously; has handled a wide variety of assignments in past and/or current position(s)

Team Work & Interpersonal Skills - Develops effective relationships with co-workers and supervisors by helping others accomplish tasks and using collaboration and conflict resolution skills. Ability to establish and maintain effective relationships with vendors and other customers.

Initiative - Exhibits resourceful behaviors toward meeting job objectives; anticipates problems, is proactive, and avoids difficulties by planning ahead; displays willingness to assume extra responsibility and challenges; pursues continuing education opportunities that promotes job performance. Ability to work independently.

Communication Skills: effectively conveys information and expresses thoughts and facts clearly, orally, and in writing; demonstrates effective use of listening skills; displays openness to other people’s ideas and thoughts.Managing Risk- Takes actions in which the benefits to the efficiency and effectiveness of service delivery are weighted against potential risks; creates a positive internal control environment by demonstrating support for the agency's internal program.

Project Management- ensures support for projects and implements agency goals and strategic objectives; demonstrates ability to effectively develop and implement a work plan.

Selection Process

The selection process will consist of evaluating each applicant's training and experience based on the application and responses to the Job Specific Questions. Only the candidates whose backgrounds best match the position will be invited to proceed in the selection process. Additional phases of the selection process will consist of one or more interviews.

You will be prompted to answer the following text answer questions during the online application process. Please note that there is a 4,000-character limit, including spaces, for each text response.

 

Describe how you would meet the minimum qualifications for this position. Indicate your major concentration if applicable, and your qualifying experience relevant to this position. Please provide the number of college units completed, and specify month/date/year of your relevant employment history.

Describe your experience in developing marketing and sales materials for events. Please describe at least one event you coordinated including name of the event, location, theme, budget, attendance and describe your specific role and responsibilities that made this event successful.

Provide a detailed example of a time when you had to collaborate with others to accomplish a task or project. How did you address challenges or disagreements? What was the outcome?

Describe your experience working effectively in a team environment with various internal and external stakeholders. Include a description of the techniques you use to maintain excellent working relationships and how you build trust and respect amongst the team.

You must answer all job-specific questions in order to be considered for this vacancy or your application will be deemed incomplete and withheld from further consideration.

If you have questions about the duties of this position, the selection or hiring processes, please contact Charles Paisley, Parks Division Analyst, at charles.paisley@sanjoseca.gov


To Apply go to:
https://ars2.equest.com/?response_id=6c5adeb38631a1d5d97911809067402b


Company Info
City of San Jose
1300 Senter Road
San Jose, United States

Phone: (408) 535-1285
Web Site: www.sanjoseca.gov

Company Profile

Company Info


City of San Jose
1300 Senter Road
San Jose, United States
Phone: (408) 535-1285
Web Site: www.sanjoseca.gov

Events Coordinator I

col-narrow-left   

Job ID:

719

Category:

Arts, Design, Entertainment
col-narrow-right   

Location:

San Jose 

Job Views:

1672

Posted:

07.31.2017
col-wide   

Job Description:

Happy Hollow Park and Zoo is seeking a dynamic Events Coordinator to develop and grow a private rental program for the park. This is a new business opportunity for Happy Hollow and the person in this position will work with park staff to understand park operations, develop a sales program to pursue rental opportunities, execute that sales program and then work with clients to deliver rentals that provide a high quality experience for our daily guests and rental customers alike.

 

Happy Hollow Park and Zoo, located in San Jose’s Kelley Park, is the South Bay’s premiere family attraction. Owned and operated by the City of San Jose Department of Parks, Recreation and Neighborhood Services, Happy Hollow sees over 450,000 visitors per year. Founded in 1961, Happy Hollow was among the first zoo’s in the country to combine the educational aspects of a zoo with the fun and whimsy of an amusement park.

Happy Hollow currently includes amusement park rides, food concessions, puppet theater gift shop and a zoo that is accredited by the Association of Zoos and Aquariums. The park runs day camps, evening events and animal shows focused on science education and promoting our mission of connecting people to nature through play.

 

Responsibilities for this position include, but may not be limited to:

Develop a sales strategy for private rentals at Happy Hollow Park and Zoo. This includes identifying potential prospects, and developing marketing materials and collateral.

Ensure that events are consistent with HHPZ operations protocols and safety standards.

Work with HHPZ operations teams to coordinate execution of events. Maintain ability to work with HHPZ operations staff during events.

Perform client outreach, respond to inquiries, and hold site tours for prospective clients.

Perform site walk throughs and develop layout plans for events.

Prepare and administer contractual agreements.

Prepare event budgets, cost proposals and monitor event expenditures.

Ensure that appropriate guidelines and legal requirements are met with respect to health and safety, ingress/egress, lighting and equipment needs, labor and contractor needs (i.e., security, catering), crowd control, permit needs, etc.

Respond to client's requests, questions, and concerns at any time prior to, during or after the event.

Develop and maintain knowledge of safety regulations and procedures affecting the use of public parks for private events.

Develop and maintain knowledge of pertinent local, state and federal health, fire and safety regulations affecting the use of city parks.

Develop evaluation procedures and monitor customer satisfaction.

Develop reporting criteria to document the success of the rental program to PRNS officials.

Provide 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.

 

NOTE: Candidates must be willing and able to work weekends, holidays and/or other shifts as required.

 

This recruitment may be used to fill multiple positions in this, or other divisions or departments. If you are interested in employment in this classification, you should apply to ensure you are considered for additional opportunities that may utilize the applicants from this recruitment.

 

Job Requirements:

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. Experience as a Recreation Program Specialist or Community Coordinator in the role of coordinating events with the City of San Jose may be substituted for the education requirement on a year for year basis, up to two years.

 

Employment Eligibility: Federal law requires all employees to provide verification of their eligibility to work in this country. Please be informed that the City of San José will not prepare or file a labor condition application with the Department of Labor. State law requires all employees working with youth to provide medical verification of negative tuberculosis test results within the last two years.

 

Background Check: Candidates will be required to undergo a background check, including a criminal history records check, before being considered for a position.

 

Competencies 
The ideal candidate will possess the following competencies, as demonstrated in past and current employment history. Desirable competencies for this position include:

Job Expertise - Knowledge of principles, techniques and methods required in marketing, promotions, public and media relations, with an ability to identify event problems and take effective course of action.

Customer Service - Demonstrates the ability to anticipate customers' needs and deliver services effectively and efficiently in a timely, accurate, respectful and friendly manner

Multi-Tasking - Can handle multiple projects and responsibilities simultaneously; has handled a wide variety of assignments in past and/or current position(s)

Team Work & Interpersonal Skills - Develops effective relationships with co-workers and supervisors by helping others accomplish tasks and using collaboration and conflict resolution skills. Ability to establish and maintain effective relationships with vendors and other customers.

Initiative - Exhibits resourceful behaviors toward meeting job objectives; anticipates problems, is proactive, and avoids difficulties by planning ahead; displays willingness to assume extra responsibility and challenges; pursues continuing education opportunities that promotes job performance. Ability to work independently.

Communication Skills: effectively conveys information and expresses thoughts and facts clearly, orally, and in writing; demonstrates effective use of listening skills; displays openness to other people’s ideas and thoughts.Managing Risk- Takes actions in which the benefits to the efficiency and effectiveness of service delivery are weighted against potential risks; creates a positive internal control environment by demonstrating support for the agency's internal program.

Project Management- ensures support for projects and implements agency goals and strategic objectives; demonstrates ability to effectively develop and implement a work plan.

Selection Process

The selection process will consist of evaluating each applicant's training and experience based on the application and responses to the Job Specific Questions. Only the candidates whose backgrounds best match the position will be invited to proceed in the selection process. Additional phases of the selection process will consist of one or more interviews.

You will be prompted to answer the following text answer questions during the online application process. Please note that there is a 4,000-character limit, including spaces, for each text response.

 

Describe how you would meet the minimum qualifications for this position. Indicate your major concentration if applicable, and your qualifying experience relevant to this position. Please provide the number of college units completed, and specify month/date/year of your relevant employment history.

Describe your experience in developing marketing and sales materials for events. Please describe at least one event you coordinated including name of the event, location, theme, budget, attendance and describe your specific role and responsibilities that made this event successful.

Provide a detailed example of a time when you had to collaborate with others to accomplish a task or project. How did you address challenges or disagreements? What was the outcome?

Describe your experience working effectively in a team environment with various internal and external stakeholders. Include a description of the techniques you use to maintain excellent working relationships and how you build trust and respect amongst the team.

You must answer all job-specific questions in order to be considered for this vacancy or your application will be deemed incomplete and withheld from further consideration.

If you have questions about the duties of this position, the selection or hiring processes, please contact Charles Paisley, Parks Division Analyst, at charles.paisley@sanjoseca.gov


To Apply go to:
https://ars2.equest.com/?response_id=6c5adeb38631a1d5d97911809067402b

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