Public Events Coordinator

Company: 
The Oregon Garden
City: 
Silverton
State: 
OR
Categories: 
Type: 

Description:

The Oregon Garden seeks an Event Coordinator to join our Public Events team.

The Event Coordinator position reports to the head of the Events dept and works closely with the Event Logistics Supervisor . The department coordinates and executes over 25 events each year at The Oregon Garden, an 80 acre botanical garden in Silverton.This position demands an individual who is able to remain calm and cheerful while problem-solving through high stress situations. This is the most important qualification for this position. You MUST operate well under stress.

Strong interpersonal skills are a necessity. The Events dept interacts with and relies on many different people on a day to day basis- outside vendors, other departments within the organization, volunteers, and of course guests.

Please note: This position requires weekend, evening, and some holiday availability. It also includes working outside A LOT during November and December. In the lead up to and during major events, there may be some long days. We have a wonderful team and we work very hard. We also have a great time at our events and love what we do.

Compensation is DOE plus benefits.

JOB DESCRIPTIONDepartment: Public EventsJob Title: Public Events CoordinatorReports To: Head of the Public Events dept

Position Overview: Coordinate and execute events at The Oregon Garden and Oregon Garden Resort.

Essential Functions:

Assist with developing an annual public events plan.

Act as lead coordinator on the following annual public events: Earth Day, Digging in the Dirt, July 3 Celebration, Movies in the Garden, Sunsets in the Garden, Art in the Garden, and Barn Dance. Additional events may be added.

Act as assistant coordinator/assist the head of the dept on the following annual public events: Brewfest, Brewer’s Dinner, Christmas in the Garden, and for 2017 only- Total Eclipse of the Garden.

Plan and execute Garden University and Junior Gardeners Club workshops and activities. Garden University is a monthly educational workshop or lecture. Junior Gardeners Club is a quarterly fair featuring themed educational activities for children.

Create and manage online form system.

Work with Event Logistics Supervisor to coordinate event logistics, including vendor outreach, event layout, ordering supplies, etc.

Work with Event Logistics Supervisor and Marketing Department to create, order, and place signage for public events both on site and off.

Work with Event Logistics Supervisor to create, update, and maintain an inventory of all event department supplies and assets.

Manage transportation logistics- shuttles, parking, etc. for public events.

Day-of event management and execution for all public events.

Coordinate event ticket sales and registrations.

Maintain historical event records electronically as well as in binders.

Track expenses and revenue for each public event.

Coordinate event vendor mailings.

Create event recaps at the end of each public event.

Manage and direct volunteer teams for event setup and execution.

Act as the liaison between the Horticulture and Volunteer departments and the Events department.

Attend networking and community meetings on behalf of the department.

Assist the head of the dept. with organizational and administrative tasks as requested.

Any other tasks as assigned by the head of the dept.

Skills:

Stress management

Excellent communication skills

Attention to detail and organizational skills

Well-versed with Microsoft Office Suite such as Microsoft Word, Excel and Publisher

Knowledge and Experience:

High School or GED certificate or completion of technical or vocational program.

Experience in coordinating festivals or related events.

Phone etiquette and networking skills are required.

Experience in marketing and design skills are a plus.

Experience with educational programs a plus.

Availability Requirements:The Public Event Coordinator is required to be on site for all public events, listed below. This job frequently requires availability on evenings and weekends. Additional dates/events may be added and this schedule will change from year to year.

Earth Day and Junior Gardeners ClubApril 22

Digging in the Dirt and Garden University-planting annualsMay 13

Garden University- Homebrewing demo with BridgePort BrewingJune 8

Brewer’s DinnerJune 15

Brewfest 5kJune 18

BrewfestJune 16-18

July 3rd

Movies in the GardenJuly 13, 20, 27August 3, 10, 17, 24, 31

Art in the GardenOpening July 14July – September 30

Willamette Valley Wine and Jazz FestivalJuly 15

Junior Gardener’s Summer Fair- Art in the Garden themeJuly 22

Sunsets in the GardenJuly 26August 30September 27

Garden University- Topic TBDAugust 17

Total Eclipse of the GardenAugust 19, 20, 21

Garden University- Topic TBDSeptember 21

Barn Dance and Junior Gardeners Fall Fair- Topic TBDOctober 21

Garden University- Topic TBD, likely wreath makingDecember 7

Christmas in the GardenIce rink open:Daily from Nov. 24-December 31, excluding Christmas Eve and Christmas DayMarket open:November 24-26, 29-Dec. 3December 6-10, 13-23

Learning Development Demands:

Reasoning- Apply common sense understanding to carry out instructions furnished in written, oral, or diagrammatic form.

Mathematical- Add, subtract, multiply and divide all units of measure. Perform the four operations with common and like decimal fractions. Perform arithmetic operations involving monetary units.

Reading- Read a variety of materials such as novels, magazines, atlases, encyclopedias, safety rules, instructions in the use of maintenance of shop tools and equipment, and methods and procedures in mechanical drawing the layout work.

Speaking- Speak to guests with poise, voice control and confidence, using correct English grammar and well-modulated voice.

Writing- Write reports and essays with proper format, punctuation, spelling, and grammar, using all parts of speech.

Physical Job Description:Typical Working Conditions

Share office with other people. The office is heated and air-conditioned.

Typical Equipment Used:

Computer, phone, fax, copy machine and file cabinet.

Essential Physical Tasks

Keyboarding, copying, faxing, phoning, organizing data, networking, meeting with people, traveling

Specialized Demands:Frequently (34%-66% of the time)Occasionally (1%-33% if of the time)Rarely (less than 1 hour per week)

Lifting: Fewer than 10 pounds frequently, 11-50 pounds occasionally, and 51+ rarely

Pushing/Pulling: 10-20 pounds occasionally, 21-100 pounds rarely

Driving: Automatic/Standard transmission, depending on your personal vehicle, occasionally

Twisting/Turning:Rarely – reaching over shoulder, reaching over head and reaching outward, squatting, kneeling, crawling, climbingOccasionally – walking on normal, uneven or slippery surfaces.

For original posting: http://pdxpipeline.com/jobs/public-event-coordinator-the-oregon-garden-f...

Deadline: 
Application Instructions: 

Application online at http://www.oregongardenresort.com/resourcefiles/pdf/employment-app.pdf

Interested applicants should review the job description and email a resume, cover letter, and application to Mary Ridderbusch-Shearer at maryr@oregongarden.org. Please, no phone calls.