job description - Big Sur Marathon

3 downloads 371 Views 144KB Size Report
Determine, develop and/or learn software to maintain inventory, process orders ... Work with race weekend merchandise te
JOB DESCRIPTION JOB TITLE: Project Coordinator EXEMPT: Yes REPORTS TO: BSIM Executive Director

DATE APPROVED: 2/3/2016 SALARY RANGE: Negotiable based on experience APPROVED BY: Board

SUMMARY: The Big Sur International Marathon (BSIM) Project Coordinator is responsible for the design, execution, and analysis of numerous current and future projects related to the events and programs of BSIM, a 501 (C)(3) organization. The BSIM family of events include April marathon weekend (six events, 13,000 participants, 2,200 volunteers); June Run in the Name of Love 5 km and 2 km (800 participants and 75 volunteers); August Salinas Valley Half Marathon (1,500 participants and 300 volunteers); the November Half Marathon on Monterey Bay (three events, 10,500 participants and 1,700 volunteers); and the Just Run youth fitness program (18,000 participants nationwide). ESSENTIAL DUTIES AND RESPONSIBILITIES include the following: Volunteer Coordination, 20%  Maintain online volunteer registration program including accurate tasks and committee contacts  Develop and maintain database and coordinate volunteer recruitment and communications  Develop and execute efficient volunteer shirt and race weekend information/distribution plan  Monitor and evaluate volunteer/group performance and coordinate grant application and evaluation process  Work closely with military volunteer liaison as applicable Merchandise Order Processing, Fulfillment and Inventory, 15%  Determine, develop and/or learn software to maintain inventory, process orders and efficiently pack and ship an estimated 2,000 items annually  Work with local retail outlet on stocking merchandise, promotions, sales reconciliation  Coordinate special sales/pop-up outlet store after the race(s) and the summer warehouse clearance sale  Work with race weekend merchandise team on inventory, accounting, discount plan, etc. Just Run Administrative/Promotional Help, 15%  Oversee distribution of incentives, assist with tracking mileage, needs of group leaders, and processing new chapter applications.  Work with JR director and committee to monitor and inventory youth running programs around the country, initiate communication with other programs, and learn and share best practices.  Regular attention to JR website and Facebook page, update as needed to keep it fresh and effective.  Assist with JR promotions, meetings, with potential schools/principals, and other marketing programs. Customer/Entrant Database Creation and Maintenance, 15%  Learn customer relations database (e.g. Salesforce.com) to maintain accurate and complete records of all race participants, merchandise customers, volunteers, corporate sponsors, and friends of the marathon.  Work with fellow staff to use this database for effective marketing, communications, and social media programs. Photo Library Creation and Maintenance, 10%  Maintain a comprehensive and searchable database of images and artwork for BSIM events and other programs for marketing, communications, social media, advertising, and other needs and uses. General Office Administrative Help, Other Projects as Needed and Assigned, 25%   

Assist with event sponsor fulfillment including monitoring and maintaining sponsor benefits Follow up after key meetings/events, maintain effective information/documentation flow Some routine filing and general office duties

GENERAL REQUIREMENTS:  Conducts self in a manner reflecting credit on BSIM and in accordance with the Employee Handbook.  Is organized, creative, independent and self-motivated, enthusiastic, dependable, detail-oriented, flexible in scheduling and prioritization, and driven by excellence and a commitment to customer service.  Works well with people at a variety of levels and with varying degrees of urgency.  Adjust tasks and focus in accordance with changing deadlines and priorities.  Possesses excellent written and verbal communication skills.  Possesses a valid driver’s license and maintains a good driving record.  Presents a neat and highly professional appearance.  Maintains a good sense of humor and belief in teamwork. QUALIFICATION REQUIREMENTS To perform this job successfully, an individual must be able to perform each essential duty with excellence. Requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. EDUCATION AND/OR EXPERIENCE:  Bachelor’s degree is required. Ideal candidates will have at least three years’ experience in the special event or equivalent field. Non-Profit experience desirable. Proven team player and ability to work with community groups. Participation in endurance sports beneficial. COMPUTER AND SOCIAL MEDIA SKILLS:  Must be computer literate with personal computers, including Word and Excel software, and have working knowledge of social media. Experience with and/or aptitude to learn photo library and customer relations and database software (e.g. Microsoft Access or Salesforce.com) is also very helpful. COMMUNICATION SKILLS:  This position requires tactful, skillful and professional verbal and written communication skills along with the ability to interact effectively with diverse groups of personalities. ADAPTABILITY:  Experience in a fast-paced, deadline-driven environment, with attention to detail and able to make decisions quickly during challenging situations. WORKING CONDITIONS: Working conditions 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 qualified individuals with disabilities to perform the essential functions. Variations in conditions may occur under certain circumstances. ENVIRONMENT:  Approximately 70% of the time performing job duties is spent indoors, within a standard office or meeting environment.  Approximately 30% of the time is spent outdoors at races and events in a noisy environment with variable temperatures, or traveling to and attending meetings offsite. TRAVEL: This job requires travel within the local area as well as limited national travel. LOCATION: The BSIM office and this position is based in Carmel, California. SALARY: Commensurate with experience and qualifications. Comprehensive benefits package. Interested candidates should submit a letter of interest, salary history and requirements, resume, and three references by February 24, 2016 to [email protected]. The title of the e-mail should be “Application for Project Coordinator.”