Event Coordinator

Full Job Description

Open continuously and is subject to close at any time. First review of applications scheduled for the week of March 2^nd. APPLY TODAY!

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.

Requirements

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.

COMPETENCIES

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.

Qualifications

Minimum qualifications:

• 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.

Desired qualifications:

• Experience working in the public sector, such as within a city, county, or other government agency, with familiarity in applying ordinances, policies, and interdepartmental processes related to public events or community use of facilities.
• Demonstrated independent permitting experience, including at least three (3) years managing event, filming, or facilities-related permits from intake through approval, coordination, and compliance, rather than serving solely in an assisting role.
• Experience supporting community event production, including assisting in planning, logistics, onsite operations, and post-event activities for public or recreation-based events.
• Strong organizational, communication, and self-management skills, with the ability to independently prioritize work, adapt to changing demands, collaborate with diverse stakeholders, and maintain a positive, professional, and solutions-oriented approach.

SELECTION PROCESS:The selection process may consist of a combination of training and experience evaluation, subject matter review (SME), written exam or structured interview panel, and departmental-level interviews.

May be required to complete a brief soft-skills assessment during the selection process.

The candidate assessment provides insight into core interpersonal skills, behavioral traits, and preferred work environment—helping us support your success in the role and departmental-level interviews.

VACANCY INFORMATION:

There is currently one vacancy in the Recreation Division, of the Parks, Recreation and Community Services Development. The resulting eligibility list from this recruitment may be used to fill additional vacancies and similar vacancies in the future.

FLSA Designation: Exempt

Bargaining Unit: FT PRO PMA

Probationary Period: 12 months

Additional Information

Must possess a valid California Class C driver’s license and comply with the City’s Motor Vehicle Safety Policy during the course of employment.