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Manager of Special Events - Genesee Country Village & Museum, Mumford, NY

  • 02 Aug 2019 10:03 AM
    Message # 7809086

    Manager of Special Events

    Position Reports to: Senior Director of Programs
    Job Type: Full time, Year-Round, Non-Exempt (must be able to work weekends, some evenings and holidays)

    Job Summary: In collaboration with other team members, research, plan and present quality educational programs for the enjoyment of museum visitors and members, which are well organized and executed, in close alignment with the Museum’s mission and goals. Design and facilitate large scale special events to attract large audiences, increase revenue and cultivate membership base while staying within budget.

    Planning and Coordinating Events (70%)

    • Oversee 50% of all special events offered year-round at the Museum.

    Overall Event Management

    • Research and implement new events and components for established annual events.
    • Think broadly and systemically about how events and programs fit into the overall educational mission for Museum programs and also how programs can and should relate to Village collections and interpretation, as well as Nature Center and Gallery where appropriate.

    Specific Event Management

    • Develop a schedule of activities for each event for the purpose of providing visitors with an engaging, educational, and fun visit.
    • Develop an operations plan for each event responsible for, used by all department heads to assist in the setting up and breaking down of events and programs. Also serve as main point of contact for all staff and volunteer questions on each event.
    • Hire performers and vendors for events and programs. Manage their relationship(s) with the event or program on behalf of the Museum and maintain good communication.
    • Maintain databases and spreadsheets containing contact information and registration information for all events responsible for, including obtaining quotes and setting up new contracts for upcoming events and performances.
    • Develop and monitor budget for both revenue and expenses for each event and insure that all event vendors are paid in a timely manner.
    • Manage production and distribution of materials for event setup and registration.
    • Work with the marketing team to provide insight into how to promote the events as well as provide information on the events themselves for public relations, marketing and social media. Provide occasional graphic design components for marketing events as well.
    • For events with pre-registration, monitor number of responses and work with marketing department to adjust marketing strategies as needed.
    • Manage special event content on the Museum’s website and Facebook page and edit as necessary throughout the year in order to provide Museum visitors with the latest information.
    • As needed, participate in media interviews.
    • Support the Senior Director of Programs with researching new ideas, making suggestions for improvements, maintaining expenses to stay within the parameters outlined in the Museum’s yearly budget.

    Facilitating Events (10%)

    • Oversee the supervision of upwards of dozens of staff and volunteers on selected event days.
    • Monitor events and troubleshoot daily issues as they arise.
    • Communicate with on-site staff and work with guests as needed.
    • Regularly reflect on event facilitation and implementation.

    Volunteer & Intern Management (10%)

    • Co-Chair volunteer committees that assist in the planning of the Museum’s larger events including but not limited to the Civil War Re-enactment and Fiddlers’ Fair.
    • Manage volunteers’ duties and volunteer hours. Fill out requests for volunteers and submit to the Volunteer Coordinator as necessary for each event or festival.
    • Work closely with and supervise occasional interns that can help assist with program planning and facilitation.
    • Lead volunteers on the setup and preparation for an upcoming event, and oversee their supervision during the event itself.

    Other Administrative Duties (10%)

    • Collaborate with staff members from all departments as needed.
    • Attend all planning meetings including internal staff meetings and committee meetings with outside advisors and volunteers.
    • Collaborate with and assist Museum department heads and the Senior Director of Programs with making large-scale organizational decisions as needed.
    • Participate in professional development opportunities.

    Standards:

    • Be detail-oriented, have strong time management skills, and be comfortable working confidently in a changing environment.
    • Work efficiently, courteously, and professionally with a wide range of staff, volunteers and guests.
    • Solve problems efficiently and effectively.
    • Be comfortable communicating in a friendly and professional manner with varied audiences.

    Experience and Skills:

    Qualifications:

    • Must have skills and abilities generally gained through an undergraduate degree in event management, business, or related fields.
    • 3-5 years’ experience in related field, working successfully in event planning, coordination, or other programming especially in an educational or museum environment.
    • Flexible work schedule is essential. Hours vary greatly from day-to-day and from week-to-week including many weekends and some holidays. Planning work is done in an office setting during regular business hours. Events occur on weekends throughout the year even during the Museum’s off-season.
    • Basic office computing skills using MS Word, Excel, Access, PowerPoint and Publisher; Database proficiency is highly desirable.
    • Must be a team player and good with working collaboratively.
    • Proven written and verbal communication skills with the ability to reach targeted audiences through multiple avenues.
    • Must be organized, detail-oriented, and able to multitask, keep deadlines and consistently follow through.
    • Must have the ability to work outdoors in both warm and cold temperatures and stand for long periods of time.
    • Travel as needed. Must possess a clean state-issued driver’s license and ability to drive museum vehicles as required.

    There are physical requirements to this position due to getting around the vast campus and managing numerous Museum programs: driving a golf cart and extensive walking, when needed and lifting and carrying at least 25 pounds.

    Interested and qualified applicants are encouraged to apply including resume and cover letter.
    Application deadline: August 15, 2019
    Start Date: September 2019

    Completion of a background check is required for employment.

    Benefits

    Salary: Commensurate with experience (please provide your salary requirements when applying)
    Medical Insurance: We offer 5 health insurance options. Some plans offered provide 100% of employer paid premium for single plans and single, plus children plans.
    Dental Insurance: We also provide 50% employer paid premium for single dental policy
    Life Insurance: We provide a 100% employer paid premium group life insurance policy of $50,000.
    Retirement: Eligible to contribute to the Museum’s retirement plan (403b) would be immediate upon hire.
    Membership: Family membership to the Genesee Country Village & Museum
    Vacation: Three weeks of paid vacation-prorated for new hires. (prorated the first year)
    Sick Time: Five paid sick days-prorated for new hires. (prorated the first year)
    Holidays: Ten paid holidays

    To apply, please visit: https://gcv.atsondemand.com/index.cfm?fuseaction=512962.viewjobdetail&CID=512962&JID=696129


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