Program Coordinator

Job Description

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SUMMARY

This is para-professional work developing, implementing, administering, and presenting programs or services for the City and its facilities. Depending on the area of assignment, positions allocated to this classification may supervise others.

Positions allocated to this classification report to a designated supervisor and work under general supervision. Work in this class is distinguished from other classes by its supervisory and administrative responsibilities.

EXAMPLES OF WORK*

*This section of the job description is not intended to be a comprehensive list of duties and responsibilities of the position. The omission of a specific job function does not exempt an employee from being required to perform additional tasks that are incidental to or inherent in the job. Performance of lower-level duties may be required.

ESSENTIAL JOB FUNCTIONS

Depending on the area of assignment:

Develops, implements, and administers programs and events for the City. Serve as a primary contact for Special Event permits. Assist event organizers through the permitting process and coordinate the application review process with department approvers. Evaluates the effectiveness of programs and practices and makes recommendations relating to projects, needs, and development.

Assists in the development of long and short-range plans and assists with budget preparation.

Determines functional needs and locates and obtains appropriate materials (applications, site plans, insurance certificates, facility rental agreements, indemnity waivers, OTs, emergency plans, etc.)

Assists in the development of policies, procedures, and administrative guidelines for staff. Review all permit applications to ensure that events meet City ordinances and policies in the application and actual implementation.

Coordinates public relations activities, including speaking before groups and media and preparing press releases, brochures, and newsletters.

Develops or acquires program materials, including brochures, newsletters, handouts, bulletin boards, displays, exhibits, and other required equipment and supplies. Serve as the in-house expert and primary contact on the Special Event permit software. Train staff as needed on how to review, comment, and invoice applications.

Assists in the selection of and supervises, plans, evaluates, disciplines, trains, and coordinates the work of assigned staff.

Serves as liaison to advisory boards or friend groups.

Develops community partnerships for programming, events, and projects.

Assists with maintaining agency accreditation.

Responsible for conducting the full range of activities required to prepare, submit, and manage current and new grant proposals for public and private funders, as well as major gifts acquisition in compliance with local, State, and Federal policies and procedures required for the receipt of grant funding. Research public and private grant sources (agencies, corporations, and foundations) to identify sources of restricted and unrestricted funding.

Establishes short- and long-range fundraising goals for funding sources.

Prepares City Commission agenda items related to grant proposals.

Gathers information necessary to report to funders on current and/or completed grant programs.

Cultivates and nurtures relationships with current and potential corporate and foundation sponsors and individual donors.

Develops an inventory of current and potential partners, sponsors, collaborators, and grant providers.

Provides regular progress reports to the supervisor.

Attends staff meetings and participates in organization-wide planning activities.

Coordinates and develops community groups and volunteers to assist in related projects, programs, and events.

Ensure compliance with State and local management requirements, policies, and procedures.

Prepares and submits related reports and documents, updates, and maintains computerized tracking/monitoring systems of all inventories.

Coordinates events and interfaces with other related City events and events sponsored by other organizations.

Coordinates with local, state, and federal agencies, organizations, and individuals relating to program issues.

Interacts with citizens and ensures the highest quality of internal and external customer service possible in all activities.

Assists in the development of new facilities or properties.

Stays current on developments in program trends.

Attends work on a continuous and regular basis.

NON-ESSENTIAL JOB FUNCTIONS

Depending on the area of assignment:

Coordinates record keeping and filing systems, and destruction of records.

May be responsible for enforcing the drug policy, based on physical location and organizational structure.

May be required to work with information of a confidential and sensitive nature.

May be required to make oral presentations to community groups, advisory boards, or City/County Commissions.

May be required to join and actively participate in professional organizations related to the assigned job’s discipline.

Performs other related duties as assigned.

QUALIFICATIONS

To perform this job successfully, an individual must be able to perform each essential job function satisfactorily. Below are the required education, experience, knowledge, skills, and abilities to perform the essential functions.

EDUCATION AND EXPERIENCE

A Bachelor's degree from an accredited four (4) year college or university with major course work in a field relevant to the assigned area, and three (3) years of progressively responsible program administration experience or an equivalent combination of education, training, and experience that provides the required knowledge, skills, and abilities.

CERTIFICATIONS OR LICENSES

Licenses

A valid United States Driver's License is required for the appointment. Valid Florida Driver's License required within thirty (30) days of start date.

Certifications

If assigned to the Recreation, Aquatics, or Nature divisions of the Parks, Recreation, and Cultural Affairs department (PRCA):

American Red Cross certification (or equivalent) in Cardiopulmonary Resuscitation (CPR), Automated External Defibrillator (AED), and First Aid is required upon hire.

In addition to the certification required in PRCA, if the assignment is in the Aquatics division:

American Red Cross Water Safety Instructor (WSI) certification is required.

American Red Cross Water Safety Instructor Training (WSIT) certification is preferred.

American Red Cross Lifeguard (LG) Training is required.

American Red Cross Lifeguard Instructor (LGI) certification is preferred.

National Alliance for Youth Sports certification as a Certified Youth Sports Administrator (CYSA) is preferred.

If the assignment is in the Youth Services & Education Programs Division:

Must be at least 21 years old at the time of appointment.

Complete or have a current valid American Red Cross certification (or equivalent) in Pediatric Cardiopulmonary Resuscitation (Pediatric CPR), Automated External Defibrillator (AED), and First Aid.

Must complete the Department of Children and Families (DCF) 40-hour Introductory Child Care Training within 15 months of hire, take additional specialized DCF training courses, or have an education exemption.

Must complete annual In-service training.

Must be able to pass DCF required employment screenings.

National Recreation and Parks Association certification as a Certified Parks and Recreation Professional (CPRP) is required within 12 months of the hire date.

KNOWLEDGE, SKILLS, AND ABILITIES

Depending on the area of assignment:

Considerable knowledge of principles, practices, and concepts related to planning, developing, directing, and administering assigned programs and events, related issues, and operational environments.

Ability to analyze program effectiveness and make recommendations for change and improvement.

Working knowledge of and the ability to make informed decisions in accordance with laws, ordinances, and statutes governing Federal/State grant funding.

Basic knowledge of government finance, accounting, and purchasing practices, policies, and procedures.

Demonstrable working knowledge of personal computers and department-related software.

Knowledge of program coordination concepts, principles, and operations.

Ability to perform program management functions, including the ability to plan, assign, and supervise the work of others.

Ability to organize and conduct educational programs and events.

Ability to gather information, maintain accurate records, and prepare moderately complex reports.

Ability to prepare effective correspondence on sensitive and confidential matters.

Ability to perform mathematical computations rapidly and accurately.

Ability to effectively work with and communicate with, both orally and in writing, the general public, private and corporate funders and foundations, business owners, community leaders, board members, and City employees.

Ability to exercise good judgment, tact, and diplomacy in all public contacts.

PHYSICAL AND ENVIRONMENTAL REQUIREMENTS

To perform this job successfully, an individual must possess certain physical abilities and be able to withstand work-related environmental conditions.

PHYSICAL REQUIREMENTS

Depending on the area of assignment:

While performing the duties of this job, the employee is often required to sit for prolonged periods of time.

WORK ENVIRONMENT

Depending on the area of assignment:

May be required to work or attend meetings outside regular business hours, including nights, weekends, and holidays.

Work may require the performance of tasks outdoors under varying climatic conditions.

Note:

May Require Assessment(s).

May fill multiple positions.

May establish an eligibility list.

Come join our team! The City of Gainesville offers a competitive benefits package and opportunities to grow both professionally and personally.

All ‘regular’ employees are eligible for traditional benefits such as health insurance, life insurance, paid leave, 11 paid a holidays a year, a pension plan and a deferred compensation plan, but we also offer great things like on-site fitness centers, tuition reimbursement, on-site medical staff and a wellness program to keep you healthy and happy.Please note; benefits are not available for temporary employees.

Equal Opportunity

The City of Gainesville is an equal opportunity/affirmative action employer and does not discriminate in hiring. Minorities, women and individuals with disabilities are encouraged to apply. Individuals with a disability, who require special accommodations during the selection process, should notify the Human Resources Department at 352-334-5077 or TDD/TTY at 352-334-2292.

Veterans' Preference

Veterans are encouraged to apply. Veterans’ Preference ensures that veterans and eligible persons are given consideration at each step of the selection process. However, preference does not guarantee that a veteran or other eligible person will be the candidate selected to fill the position. Section 295.07, Florida Statutes (F.S.) specifies who is eligible for Veterans’ Preference. State of Florida residency is not required for Veterans’ Preference.

If you are unable to apply online due to a disability, contact recruiting at or by calling 352-334-5077.