Job Description

Job Description

Job Description

Durham's favorite Museum is also known for its awesome events that take place during both open and after hours! If you have the creativity and organizational skills to help us bring on the fun, the Museum of Life and Science invites you to apply for the position of Special Events Coordinator.

As a member of the Special Events team, the Special Events Coordinator assists throughout the year in the organization and execution of ticketed events, such as Holidays in the Park and Pumpkin Patch Express, as well as those events included with admission, such as Prism and Dino Academy.

This full-time, non-exempt position reports to the Manager for Special Events.

Qualifications

Required:

• Bachelor’s Degree in related field or equivalent years of work experience.
• 1+ years event planning and execution experience
• 2+ years in a customer service leadership position
• Excellent computer, organizational, written and oral communication skills
• Strong attention to detail
• Must be available to work a varied schedule including evenings, weekends, and Holidays. Schedule will shift based on events
• Self-motivated and reliable
• Ability to work as member of a team and with diverse populations
• Willing and able to embrace the Museum’s mission to spark curiosity and respect for nature and science
• Work is divided between an office environment and working both indoors and outdoors on the Museum’s 84-acre campus, in all weather conditions
• Ability to handle emergencies (training will be provided)
• Able to sit and stand for extended periods of time
• Able to walk distances of up to one mile over varying terrains, be on their feet for up to 8 hours at a time, and lift up to 30 lbs
• 21 years of age or older
• Valid driver’s license and positive driving record

Desired:

• Experience working for a non-profit organization
• Experience leading volunteers and directing staff
• Familiar with Microsoft Sharepoint
• Experience working in database systems, or with Altru specifically
• Spanish speaking

Responsibilities:

• Coordinate, lead, and execute a variety of internal events.
• Lead in researching and securing new community partners and vendors, as well as manage existing relationships, including overseeing on and off-site vendor deliveries and tours.
• Brainstorm activities in collaboration with both Special Events and Education teams to plan science-based and other types of activities.
• Maintain an inventory of materials.
• Work with graphics team to determine digital and on-site signage needs.
• Develop activities for a variety of themes and audiences.
• Provide creative support for all special events, conducting additional research as necessary.
• Engage with Museum visitors in a positive and helpful way to support an enjoyable and safe guest experience.
• Lead setup/breakdown and provide support as needed for all events.
• Deliver important event details to Museum staff, volunteers, community partners, and vendors prior to event dates.
• Manage and update software systems as needed, including the following:
  • Constituent records in Altru
  • Event pages in Ticketleap
  • Square purchasing software
  • Create event set ups in Prism
• Distribute and collect donation recognition forms, certificate of insurance information forms, and other important legal documents.
• Always demonstrate adherence to Museum safety procedures.
• Become knowledgeable in Museum operations, including but not limited to building opening/closing procedures, safety protocols and guest relations expectations.
• Participate in cross-functional committees, including Emergency Coordinator team.
• Collaborate and maintain relationships with other departments and teams.
• Prioritize and handle multiple tasks, meet deadlines, and delegate when appropriate.
• Develop and train others.
• Effectively communicate operational successes, opportunities, and concerns to management.
• Work independently with limited coaching and oversight.
• Using the Museum’s mission, vision, and values as a guide, model responsible behaviors and foster positive culture on the team, motivating through positive reinforcement.

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