Event Coordinator - Part Time

Job Description

Position Title: Event Coordinator Part-Time

Department: Children & Family Services

Reports to: Senior Program Manager - Family Advocacy & Events

Location: 1757 Waller Street, San Francisco, CA 94117 & 3450 3rd Street Building #2

Suite 300, San Francisco CA 94134

ABOUT THE ORGANIZATION

Safe & Sound is a children’s advocacy organization working to prevent child abuse and reduce its devastating impact on the child, their family, and our entire community.

We have been a pioneer in the field of child abuse prevention, working within San Francisco for more than 50 years. Recently, the organization has begun to expand its impact working throughout the state of California.

Child maltreatment is a complex problem, but a preventable one. Our data-informed approach leverages three primary strategies: we empower children with knowledge and confidence; we support families providing resources and skills; we activate the community and the change-makers within it to create a thriving social safety net for children and their families.

The organization has an annual operating budget of approximately $15.4 million and is supported by approximately 70 staff, interns, and more than 80 volunteers. Safe & Sound headquarters is located in a historic firehouse in the Haight-Ashbury neighborhood of San Francisco, with a second office in the Bayview neighborhood.

Safe & Sound recently merged with The Center for Youth Wellness (CYW), a national leader in the effort to advance pediatric medicine, raise public awareness, and transform the way society responds to children exposed to Adverse Childhood Experiences (ACEs). Founded by California’s first Surgeon General Dr. Nadine Burke Harris, CYW has created a national call to screen, treat, and heal ACEs and toxic stress.

More information is available at: www.safeandsound.org.

OVERALL SUMMARY

In this integral role, you will oversee a diverse range of in-person and virtual public events, including panel discussions, sponsored series, and parents conferences with our Parent Advisory Committee (PAC) team. If you excel in coordinating dynamic events in a collaborative and fulfilling work environment, this is your opportunity to join our team and contribute to our impactful work.

ESSENTIAL FUNCTIONS

Event Coordination

• Possess a strong understanding of Development and Event Fundraising best practices, donor cultivation and stewardship.
• Demonstrate performance adherence to established policies and procedures exhibiting the defined characteristics associated with attendance and punctuality.
• Work alongside Senior Program Manager for all aspects of event management and production from content and program development, design, AV production, vendor management, logistics, food and beverage, location identification, entertainment, speakers, and more.
• Conceptualize and execute annual events planning and comprehensive calendar in collaboration with other Safe & Sound teams.
• Plan and manage community in person and virtual events
• Create sign up list for events and handle RSVPs
• Create and process purchase orders, interact with vendors and coordinate orders of event supplies, catering, etc.
• Form and deepen relationships with community members
• Enter relevant data into Birdseye and report on key metrics of success for our community efforts and propose strategies to evolve and improve them.
• Track expenses for events and programming initiatives
• Respond to questions from related to events from internal and external stakeholders, including the public in a timely and professional manner.
• Research, order, and track inventory for event supplies
• Create and send event flyers and reminders to internal and external community partners and families.

General Program Operations

• Keeps records of all services provided in compliance with legal, agency, and funding requirements. (Photo releases, sign in forms etc)
• Attends all other staff meetings and trainings as directed by supervisor
• Assist and participate in collecting and reporting data needed to follow events success, etc.
• Serve as the liaison for Parent Advisory Committee (PAC), and work alongside them on securing individual and small business sponsorships as well as in-kind donations.
• ensure that all aspects of event attendance is accurately recorded and reported.

Undertake other duties as assigned.

ESSENTIAL QUALIFICATIONS

• Associate's Degree in technical Arts, event planning, social work or other related field preferred.
• At least two (2) or more years of relevant experience preferably in a non-profit social service environment.
• Knowledge of community resources in San Francisco, cultural competency practices.
• Ability to organize successful events, including planning logistics, promoting the event, and acquiring sponsorships
• Ability to respond calmly to unexpected challenges, cancellations, or changes to client/vendors requests
• Ability to keep events fresh and memorable
• Outstanding interpersonal skills and proven ability to work collaboratively.
• A proactive, motivated, and resourceful problem-solver
• Ability to confidently speak to stakeholders, vendors, and others, and to have a friendly approach.
• Ability to oversee the financial aspects of event planning and execution.
• Ability to build effective working relationships with staff, set clear expectations, and provide both positive and negative feedback in a timely manner.
• Ability to work with diverse staff and client populations.
• Ability to prioritize work effectively in an environment with multiple competing priorities.
• Ability to work tactfully and effectively with representatives of city agencies, community-based organizations, and the community at large.
• Ability to operate within and lead a complex service delivery structure.
• Ability to handle crisis situations.
• Ability to use excellent time management and organizational skills.
• Ability to use computer skills: word processing, using digital recordkeeping systems to collect and track data, and internet search capabilities.
• Demonstrated experience working with diverse cultural backgrounds.

POSITION SPECIFICATIONS

• Part-time 25 hours per week
• Non-Exempt.
• Position will be fingerprinted, E-verified, and reference-checked.
• The Event Coordinator must be able to work a flexible schedule as many events happen on nights and weekends, as well as work autonomously under general supervision.

PHYSICAL REQUIREMENTS

• Typical Working Conditions

o Standard office as well as community outings

o This position requires evening/weekend hours

o Travel within San Francisco Bay Area

• Equipment Used

o Computer, phone, fax, copier.

• Essential Physical Tasks

o Light lifting (lift, push, and pull up to 20 pounds unassisted on a regular

basis).

The base salary for this position is $29.7116 per hour. This position is not eligible for agency-sponsored benefits.

Pursuant to the San Francisco Fair Chance Ordinance, we will consider all qualified applicants with arrest and conviction records.

Safe & Sound provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.

This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.

The Family Advocacy team strives to cultivate a team that reflects the diverse population we serve and thus strongly encourages diverse candidates from underrepresented communities to apply, including but not limited to individuals who identify as QT/BIPOC, those impacted by the child welfare/foster care systems, and public benefits recipients.

Qualified candidates should submit a resume and a detailed cover letter to Human Resources at employment@safeandsound.org.