The Special Events Coordinator provides administrative support to the Director of Parks and Recreation and coordinates special events for the City of Galveston. Responsibilities include processing event permit applications, meeting with sponsors, planning event scope and format, monitoring budgets, and ensuring compliance with regulations. The role also involves scheduling meetings, updating the city website, and supporting facility rentals. The coordinator serves as a point of contact for the public and city staff, ensuring customer satisfaction and smooth event operations.

Responsibilities

Processes special event permit applications; contacts applicants; ensures compliance with regulations, laws and ordinances; ensures the satisfaction of participants; resolves concerns; reconciles permit fees and City labor/equipment costs; issues required permits.
Meets with sponsors regarding special events; plans scope and event format; implements and monitors city event budgets and goals; arranges programs, events or conferences; coordinates speakers.
Assists in planning staffing for events, including traffic control; addresses public safety concerns.
Schedules and attends meetings for special events, boards and committees; updates the City web site; conducts research.
Data entry; monitors and updates event budget spreadsheets; orders, organizes and maintains files, records and correspondence; creates reliable financial reports and collects payments on time.
Maintain a working knowledge of complex needs of a wide variety of events
Assists with facility rentals as needed; provides tours to City-owned facilities; schedules and attends rental meetings and bookings; supports the functions and operations of the 1880 Garten Verein and the Historic Water and Electric Light Community Center.
Screens and routes phone calls; greets visitors; schedules appointments.
Provides customer service; responds to questions from the public, City staff, Board and committee members, and outside entities.
Supports the relationship between the City of Galveston and the general public by demonstrating courteous and cooperative behavior when interacting with citizens, visitors, and City staff; maintains confidentiality of work-related issues and City information; performs other duties as required or assigned.

Requirements

City organization, operations, policies, and procedures.
Principles and practices of special event planning.
Modern office practices, procedures and equipment.
Financial reporting systems.
Record keeping and reporting.
City codes and ordinances.
Principles and practices of customer service.
Principles and practices of project management.
Business and personal computers, and spreadsheet software applications.
Handling situations requiring diplomacy, fairness, firmness and sound judgment.
Providing efficient customer service.
Understanding and applying City policies and procedures.
Explaining City policies and procedures.
Creative thinking.
Time management.
Multi-tasking.
Establishing and maintaining cooperative working relationships with all levels within the City.
Communicating effectively verbally and in writing.
Microsoft Office Products: Excel, Word, PowerPoint
High school diploma or GED equivalent required. A Bachelor’s degree in Recreation Administration, Event Management or a related field is preferred; AND two (2) years of experience in event planning, coordination, and management and/or in coordinating permitting among departments and/or supporting a multi-disciplinary task force which reviews permits.
Possession of a valid Texas driver’s license.