Event Coordinator

Description

Summary: The Event Coordinator is responsible for assisting the Director of the Office for Events and Liturgies in planning, marketing, and coordinating events and major initiatives that the Department for Pastoral Ministries carries out including conferences, retreats, liturgies, trainings, workshops, and other events as determined by the Department Head for Pastoral Ministries. The Event Coordinator plans for all aspects of events and liturgies to meet the stated vision and goals that have been outlined to include but not limited to logistics, implementation, and coordination of tasks and resources while meeting multiple deadlines. The role requires familiarity with liturgical planning, including components of the liturgy, rubrics, and norms.  The Event Coordinator is responsible for following the guidelines for vision and content from the Pastoral Specialists and the Director.

Position Responsibilities:

• *Coordinate assigned events and liturgies to include all aspects of event planning from initial development and marketing to execution and post-event debriefing.
• *Create and develop detailed event and liturgy proposals/plans through strategic meetings with pastoral specialists and the Director that includes the vision for the event, timeline, targeted audience, recommendations for speakers, available      resources (including budget and cross-functional team recommendations), brief event history, opportunities for growth, site visits and other applicable planning components. 
• *Organize and ensure all event administrative details are in order for successful operation of the event.  Promote events and collaborate with others to ensure outreach and participation to the appropriate groups.
• *Develop graphic design proposals in English and Spanish through strategic meetings with Pastoral Specialists that includes the vision for the event, marketing timeline, targeted audiences, communication recommendations, available resources (including      budget and cross-functional team recommendations), brief event marketing history, opportunities for growth, and other applicable marketing components. 
• *Manage an accountability plan for multiple events/initiatives that includes methods for regular reporting needed for key decisions.
• *Organize as needed graphic engagement components necessary for the various stages of event marketing and outreach to target audiences.
• *When necessary, design digital and print marketing collateral for the promotion of events and liturgies, including but not limited to branding, posters, flyers, advertisements, email campaigns, social media content, webpages, registration forms,      slideshows, event programs, t-shirt designs, and various miscellaneous products. 
• Recruit and coordinate the cross-functional team comprised of volunteers, clergy, religious and laity.
• Prepare liturgical logistics, liturgical planning forms, and/or worship aids to support liturgies. 
• Maintain, update, and secure constituent contact information across multiple databases.
• *Meet with event coordinators, directors, and other key stakeholders to assess marketing needs and work in partnership with the Department for Communications as needed.
• Prepare various reports and briefs for assigned activities and create relevant event debriefs that include a participant and team evaluation.
• Develop quarterly reviews including expected outcomes for participants, a proposed budget based on each assigned activity, and proposed scope of changes for the next year.
• Coordinate the reservation, transportation, protection, and usage of department equipment needed for event execution, including audio/visual technologies, sound systems, projector screens, various cables, lights, stands, carts, and signage. 
• Adhering to safety training and protocols daily and taking precautionary measures to ensure the safety and well-being of self and others. 
• Responsible for protecting the confidentiality of any information or material obtained in the service with the organization to include but not limited to client names and information, services rendered to clients, donors names and gifts, internal and      external investigations or results of any investigations, and financial information.
• Adherence to the Code of Conduct and the Faith and Moral Policy is mandatory.
• Every employee is required to take a solution-oriented approach in their interactions and undertakings, as well as being a team member that promotes collaboration and commitment to the Mission and Vision of the organization.
• Performs other duties as assigned.

Requirements

Minimum Qualifications: 

• Education
  • Bachelor’s degree in Business Administration, Marketing, Pastoral Ministry, Theology/Religious St