City of Boston

Event & Program Coordinator

Req ID
2023-25936
Dept
Age Strong
Position
Regular Full-Time
Location
Comm Elderly Affairs
Salary Min
57,298.50
Salary Max
87,282.13
Union
SE1
Openings
1
Posting End Date
5/14/2024
Contact Email
josephine.hoey@boston.gov

Overview:

Incumbent is responsible for coordinating the Commission’s events and programs.   Responsibilities may include implementing new events and programs, recruitment and engagement efforts, relationship building with older adults, instructors, vendors, partners, etc. The position is also responsible for managing program database and related data.

Responsibilities:

  • Coordinates the Commission’s events and programs logistics including managing vendor and partner relations.  Manages on-site production and clean-up for events and programs including staging, set-up and breakdown.
  • Assists in managing event bids and contracts.  Liaise with vendors and partners to ensure we follow all proper procedures.  Track all event and program related invoices and payment processes.
  • Coordinate data collection and input.  Prepares, maintains, updates, and compiles a variety of operational and statistical data, records, reports, and files.  Meets deadlines and reporting expectations. 
  • Manage events and program database system for ongoing assessment of events and programs.
  • Works with the Director to establish a system for ongoing training to stay up to date on the latest programming trends for older adults.  
  • Effectively communicates information about Age Strong Commission programs and services through community outreach, engagement, and presentations.
  • Assists with preparing event and program budget and provides periodic progress reports.
  • Manages volunteer recruitment for events as needed.
  • Prepares briefings, announcements, flyers & other outreach materials as required.
  • Collects and reports statistical information.
  • Assists with senior center coverage as needed.
  • Assist with preparation and modification of program and event contracts as needed.
  • Flexible schedule as some nights and weekends are required.  Travel to sites is required.
  • Performs related work as required.

Minimum Entrance Qualifications:

  • Minimum three (3) years of full-time, or equivalent part-time, professional experience in event planning or activity coordination. 
  • Associate’s degree may count for up to one (1) year of required experience, bachelor’s degree may count for up to two (2) years of required experience. 
  • Proven ability to establish and maintain relationships with partners organizations, vendors and older adults. 
  • Strong communications and interpersonal skills.
  • Proven logistical coordination skills preferred. 
  • Strong written and oral communication skills.
  • Strong problem solving ability.
  • Experience and comfort working with diverse communities, delivering services to a multiracial, multigenerational, multicultural, and multilingual population. 
  • Ability to convey information effectively and promote programs.
  • Strong interpersonal skills both in person and by phone.
  • Ability to accomplish projects and meet deadlines.
  • Strong customer service ethic and high expectations for quality.
  • Self-starter with strong time management ability.
  • Ability to prepare clear, concise and comprehensive reports.
  • Ability to give team feedback.
  • Demonstrates proper use of databases, and data management tools.
  • Ability to exercise good judgment and focus on detail as required by the job.
  • Compliance to documented policies and procedures. 
  • Travel within Boston is required in support of the position’s responsibilities. 
  • MA driver’s license required.
  • Experience in typical office software systems (Microsoft Office, Google Suite, or equivalent) required. 
  • Bilingual (Spanish, Haitian Creole, CaboVerdean Creole, Vietnamese, Cantonese, or Mandarin) highly preferred.

 

Subject to CORIcheck

Boston Residency Required

 

Terms:
Union/PayGrade/PayScale:

SENA, MM1-5
Hours per week: 35

 

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