This position coordinates special events, including cultural arts programs, provided and co-sponsored by the Town; plans, promotes and implements a variety of events with community-wide appeal and diverse themes year-round and seasonally; coordinates and oversees the specific details for event implementation including site plans, program components and activity schedules, equipment, staffing, volunteers, security, traffic control, and other logistics; engages appropriate personnel during the review and evaluation of events; seeks partners and recruits sponsors to assist in the delivery of events. Works in coordination with the Parks and Facilities Manager, Parks Foreman, Recreation Coordinator, Administrative Specialist, and others.
Initiates, plans, implements community and special events, including cultural arts programs, provided and co-sponsored by the Town which includes: prepares and monitors a budget for each event; recommends collaborations with community organizations and solicits sponsorship agreements to obtain targeted results; prepares reports and analyses of participation; coordinates promotional materials and recognition; develops annual and longer-term goals to achieve continuous improvement (quality and quantity), variety, and sustainability.
Recruits and obtains service proposals from vendors, exhibitors, entertainers, artists, technicians, and similar; recommends event components and schedules based on market knowledge; monitors service delivery; initiates and reviews participant satisfaction surveys.
Coordinate’s marketing and advertising appropriate to each event; prepares and distributes informational materials for the activity guide, webpage, recreation management system, banner displays, kiosks, social media, radio, newspaper, and other outlets.
Develops timelines and identifies conditions necessary for events to be planned and implemented in a safe manner, includes working with Town departments and external agencies to address first response, traffic control, health, licensing, and similar issues.
Identifies opportunities for volunteers to assist with the implementation of events and cultural arts programs; provides specific descriptions of volunteer roles/responsibilities/assignments; recruits, trains, monitors, and assesses volunteers; collects and reports volunteer hours; plans, organizes and implements volunteer recognition for Department events and programs; may represent the Department on committee(s) for Town interdepartmental volunteer recognition.
Serves as a staff facilitator and mentor to the Sahuarita Teen Advisory Council; recruits participants; organizes member training and leadership development; reviews and evaluates member activity proposals; ensures members follow Department and Town processes.
Ensures the accuracy of revenue, expense, and attendance records; follows appropriate procurement procedures; reviews and approves contract and purchase order payments; ensures all fees are collected; may assist with the operation and monitoring of recreation programs, recreation sites and customer service counters.
Maintains supply and equipment inventories; conducts research and initiates purchases and rental contracts to obtain equipment and materials for event implementation; drafts specifications and scope of services, obtains quotes.
Oversees the Special Event Permit Application review and approval process; reviews and routes applications to appropriate departments/staff; conveys comments and conditions of use to applicants; issues permits; monitors permit compliance.
Trains, schedules, supervises, and evaluates assigned staff.
Investigates and recommends actions to resolve concerns and to provide a positive community event environment for staff, volunteers, participants, and residents; works in a safe manner and follows safety policies and practices.
Performs all work duties and activities in accordance with department and/or Town policies and procedures.
The above duties and responsibilities are not an all-inclusive list but rather a general representation of the duties and responsibilities associated with this position. The duties and responsibilities are subject to change as the needs of the Town and requirements of the position change.
Bachelor’s Degree from an accredited college or university in Recreation, Tourism, Public Administration, or related field.
Three years of paid experience in event and recreation planning and implementation in a public, private or non-profit setting; one year of supervisory experience.
Valid Driver’s License required. Arizona driver’s license required within ten days of hire.
Must be able to pass a thorough background investigation.
Certified Festival and Event Executive (CFEE)
Certified Park and Recreation Professional (CPRP)
Municipal government experience.
About Town of Sahuarita
The Town of Sahuarita is quickly becoming the community of choice for families in Southern Arizona. A thriving, modern community, Sahuarita retains a homey, small-town feel, surrounded by natural beauty and abundant recreational opportunities. Located just twenty minutes from downtown Tucson and 17 miles from the Tucson International Airport, Sahuarita offers the best of both worlds - a safe, family friendly community with great schools, close to all that a large urban center offers.