Special Events/membership/scheduling Coordinator

**Job Details**:
Permanent Full-Time (CUPE 1329)

**Posting Status**:
Open to all current Town of Oakville employees and external applicants

**Closing Date**:
Applications for this position must be received at oakville.ca by no later than 11:59pm on** **August 29, 2024.**

This position reports directly to the Manager and is responsible for providing programming support to the Queen Elizabeth Park Community and Cultural Centre. Duties include tracking and maintaining statistical data for facility and program usage, for the receipt, correlation and distribution of facility permits and rental agreements for the Queen Elizabeth Park Community and Cultural Centre, special event coordination, liaising with cultural user groups for ongoing facility rentals, Xplor administration.

**Responsibilities**:

- Coordinate all aspects of facility permitting system for Queen Elizabeth Park Community and Cultural Centre;
- Ensures all permits are confirmed prior to booking dates, all associated requirements are met and appropriate fees are collected;
- Administer, monitor and maintain the Culture membership database, tracking all components of volunteer commitment hours;
- In coordination with Technical and staff maintains specialized equipment database;
- Coordinate and supports community users with Special Events within the facility;
- Takes the lead role in coordinating, organizing, scheduling special events within the facility such as Culture Days and Family Day;
- Provides excellent customer service for all external and internal customers;
- Provides and assist with coordinating program facility use through facility bookings software;
- Liaises with Technical staff and users to ensure technical needs are met for special events;
- Produce and distribute facility user guides and information pamphlets as required;
- Prepare and send out correspondence as needed;
- Process miscellaneous facility revenue as required;
- Recommend policy and/or procedural changes to the Manager where appropriate;
- Provides input to the Parks, Recreation and Culture Brochure;
- Provides support to facility manager and Supervisors for operator schedules and attendance tracking;
- Provides marketing support for the facility and events through social media;
- Provide back up support for Administrative services;
- Other related duties, as required, including special projects;
- This position works nontraditional hours including afternoon, evening and weekends.

**Qualifications**:

- Two-year college diploma in Business Administration or related field, coupled with 3 years related experience in the recreation or cultural field including, special events management, promotion and customer service, database maintenance, customer service. However, an equivalent combination of education and experience may be considered.
- Working knowledge and familiarity of recreation activities to assist internal users in coordinating and scheduling programs/activities. CLASS facility bookings.
- Proficiency in EXCEL, and Word along with demonstrated analytical skills are essential.
- Strong working knowledge of Xplor Recreation, J.D. Edwards Financials, and Share Point is desirable.
- Excellent communication, interpersonal and customer service skills are critical.
- Working knowledge of technical supports needed for specialized spaces. i.e. lighting, sound systems, AV equipment, knowing when technician support is required.
- Must have the initiative to perform with little supervision.
- Special Event management is an asset.

**DATED**:August 22, 2024**

**We thank all applicants and advise that only those selected for an interview will be contacted.