Event Coordinator, Creative Arts​/Media

Open continuously and is subject to close at any time. First review of applications scheduled for the week of March 2nd.
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The City of Pasadena Parks, Recreation and Community Services Department is seeking an Events Coordinator to oversee permit processing for special events. The Events Coordinator performs onsite management and inspections for events, attends Citywide departmental meetings to establish event parameters, coordinates logistics for issuing permits and provides customer support. May act as the City representative at special events to ensure compliance with safety, policies, permits and all City requirements.

The ideal candidate is well versed with the Pasadena community, City departments, and all other key players involved in coordinating events throughout the City. The successful candidate will possess exceptional organizational, interpersonal, communication and conflict management skills to carry out the essential responsibilities with considerable independence within a framework of established policies and procedures.

This is an exciting opportunity to be part of a collaborative-community focused team and make a real impact on the community.

The major responsibilities of this position are listed below. For more detailed information, please review the Film/Event Coordinator job description.

• Responds to public inquiries by providing rules and regulations, location information, rates, date availability and technical information and by answering related questions.
• Accepts and processes permit applications; prepares bills and collects fees.
• Resolves billing and collection issues; publishes, maintains and archives permits and files; provides general administrative support as needed.
• Reviews applications and sends to appropriate City departments for approval.
• Schedules and attends meetings with City departments and/or impacted businesses and residents to determine logistics and resolve issues prior to permit approval.
• Coordinates with permit applicants on modifications to the permit application; notifies the public about event impacts.
• Interfaces with the public, the production community, event promoters and businesses to market and promote City locations and businesses for events.
• Oversees publication of collateral materials and website updates.
• May attend scheduled events and represents the City in providing onsite supervision and coordination of City resources with event producers, concessionaires, security and other event vendors.
• Monitors events for compliance with permit and City rules, regulations and ordinances.
• Arranges contacts for services such as police, fire, ambulance and other public safety personnel and equipment in emergency situations.
• Assists with City-sponsored event production by supporting planning, onsite operations, and post-event wrap-up in coordination with City departments, vendors, and public safety staff under the direction of the Events Program Coordinator.

The following list represents the core competencies needed in success for this position.

• Action & Results Focus initiates tasks and focuses on accomplishments.
• Attention to Detail focuses on the details of work content, work steps, and final work products.
• Customer Focus attends to the needs and expectation of customers.
• Managing Performance ensures superior individual and group performance.
• Oral Communication engages effectively in dialogue.
• Project Management ensures that projects are on‑time, on‑budget, and achieve their objectives.
• Self‑Management shows personal organization, self‑discipline, and dependability.
• Writing communicates effectively in writing.

• Graduation from an accredited four‑year college university with a major in recreation program management, facilities and events management, public relations or a related field, and
• Two years of progressively responsible experience years of progressively responsible experience in administrative support or involved in recreation program management, event management or public relations. Experience may be substituted for education on a year‑for‑year basis.

• Experience working in the public sector
  , such as…