Downtown Odessa Event Coordinator

United States

Closing soon

Department: Downtown Odessa Reports to: Downtown Odessa Director

Summary : Under basic supervision, coordinates, plans, develops and implements weekly, monthly, annual and special programs, events and activities for Downtown Odessa; promotes and evaluates Downtown Odessa programs and events, and assures that appropriate programs and activities are provided for the community.

Essential Functions : -- Essential functions, as defined under the Americans with Disabilities Act, may include any of the following representative duties, knowledge, and skills. This is not a comprehensive listing of all functions and duties performed by incumbents of this class; employees may be assigned duties which are not listed below; reasonable accommodations will be made as required. The job description does not constitute an employment agreement and is subject to change at any time by the employer. Essential duties and responsibilities may include, but are not limited to, the following :

  • Coordinates, plans, develops, and implements Downtown Odessa activities, outdoor and indoor programs, community events, including Hot Summer Nights in conjunction with the Odessa Arts, festivals, special programs, and holiday events for the City, including Firecracker Fandango and Tap Into Downtown Odessa; assures activities are in compliance with all laws and regulations, and City of Odessa and Downtown Odessa, Inc. policies and goals.
  • Develops marketing and promotional campaigns, and advertising materials for Downtown Odessa events and programs.
  • Evaluates Downtown Odessa programs for effectiveness and participation levels; researches new event and program opportunities, assists in the development of new programs/events, and recommends program changes; tracks services provided, monitors results, and generates operational and financial reports.
  • Works closely with the Downtown Odessa Executive Assistant to maintain and stay on-target with event accounting and administrative records, manage expenditures, track revenue, and monitor budgets; prepares operational, statistical, and financial reports on Downtown Odessa programs and special events.
  • Promotes good relationships with Downtown Odessa stakeholders and community groups and other local organizations; coordinates with other City departments, and community agencies; updates City website with reoccurring and special event information and program updates.
  • Works closely with Communications Division on press releases, interviews, social media, and advertising of special events. Utilities software programs, social media, website, traditional print media, and industry contacts to market and promote special events using best practice marketing strategies. Helps maintain all social media platforms by posting approved special event information and program updates.
  • Recruits and manages a large base of volunteers to assist with events.
  • Solicits and researches funding opportunities, grants, sponsorships, and donations; orders and makes approved purchases for events.
  • Monitors program activities, and assists participants as needed; reports and resolves complaints, requests, and security issues.
  • Assures all operational, legal, technical, and financial issues are properly addressed and resolved; interprets and explains state rules and regulations and City policies; assures activities are in compliance with safety standards and regulations.
  • Must have a cell phone for City use to hold this position.
  • Supports the departmental operations with regular and timely attendance.
  • Supports the relationship between the City of Odessa, Downtown Odessa, Inc. and the general public by demonstrating courteous and cooperative behavior when interacting with visitors and City staff; maintains confidentiality of work-related issues and City information; performs other duties as required or assigned.
  • Minimum Qualifications:

    Education, Training and Experience Guidelines : Bachelor's Degree in Recreation, Communications, Marketing, Public Administration, Business Administration or any other field related to this position; AND one year experience working in a similar role. Consideration may be given to an equivalent combination of experience, education, or training.

    Knowledge, Skills, and Abilities:

  • State and Federal laws governing parks and public facilities, including OSHA and ADA requirements.
  • Policies, rules, and regulations governing the conduct and safety of public event programs.
  • Municipal and nonprofit program planning, best practices and evaluation principles.
  • Principles and practices for planning and management of nonprofit and community programs.
  • Local community resources, and state and regional community services programs.
  • Microsoft Office Suite: Outlook, Word, Excel and PowerPoint
  • Adobe Photoshop, Canva, Facebook and other related social media platforms.
  • Coordinating the community or nonprofit programs, projects, and events.
  • Developing and evaluating program participation results and performance measures.
  • Evaluating community needs, and developing events and programs to meet needs and requests.
  • Assessing and prioritizing multiple tasks, projects, and demands.
  • Establishing and maintaining cooperative working relationships with City employees, public officials, and representatives from other local, state, and federal agencies.
  • Operating a computer utilizing a variety of business and graphics software.
  • Communicating effectively verbally and in writing.
  • License and certification requirements: A valid Texas State Driver's License is required.

    Physical demands and working environment : The physical and work environment demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

    While performing the duties of this Job, the employee is regularly required to sit; use hands to operate equipment, handle or feel; reach with hands and arms and talk or hear. The employee is frequently required to stand, walk, and sit. The employee is occasionally required to stoop, kneel, crouch, or crawl. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, color vision, peripheral vision, depth perception and ability to adjust focus.

    Some weekend and evening work may be required.

    Job details


    Downtown Odessa Event Coordinator




    United States


    May 26, 2023

    Application deadline

    June 11, 2023

    Job type



    Architecture and Design,Business and Economics,Education

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