Program Coordinator

Wilsonville’s Parks & Recreation department is offering an excellent opportunity to take part in a collaborative and exciting work experience.  As the Parks & Recreation Program Coordinator, you can grow in your career while working alongside the community to make this a city of the highest quality.  The thriving Parks & Recreation department provides experiences that range from our Mini Hoopers program to Tai Chi, and offers exceptional spaces the community can reserve for a variety of gatherings or events.
 
In this position, you will coordinate programs and events as well as provide administrative assistance to a busy and vibrant team.  You will assist the community with their reservation needs, including guiding them through the process to rent city facilities such as park shelters, fields, and/or buildings.  In addition, you will be the main source of information for the department’s social media presence, ensuring we are keeping our wonderful work, programs, and events at the top of everyone's feed.
 
We are looking for someone with exceptional customer service and communication skills, with a passion for outreach and community building. This might be the perfect job for you if you are:

• A creative and innovative self-starter, with a strong desire to learn and grow
• Organized, with the ability to multi-task while meeting deadlines
• A solution-focused problem solver
• Customer service oriented
• Experienced in marketing programs and events
• Flexible with your schedule and able to work some nights and weekends to support the department and programs
• Someone who embraces, promotes, and is guided by the #wilsonvilleway

Culture is tremendously important to us – we call it #thewilsonvilleway. Our organization is powered by incredible people who are not only committed to public service but, just as importantly, to one another. We area work hard - play hard team that gives people a pathway to thrive and we have fun celebrating our successes. Wilsonville is an employer that invests in its employees’ professional and personal development, values work-life balance, and is dedicated to employee wellness.
 
Sound interesting? Apply today! Qualified candidates will have at least 5 years of program management experience, preferably in a Parks & Recreation Department.  Please include a cover letter detailing your interest in this position with your application.  Additional information regarding this position, including minimum qualifications and essential job functions, can be found below.
 
Reports to Managers throughout the City. The position does not exercise any management or supervisory authority.ESSENTIAL RESPONSIBILITIES
The following tasks are representative and not to be considered all inclusive.

• Plans, organizes, and conducts program activities and events, including carrying out logistical arrangements; provides appropriate and timely communication of program status.
• Responds to citizen inquiries and serves as a technical resource; acts as liaison to internal and external contacts, and represents the City to the public as required.
• Coordinates program activities with other City staff and/or outside agencies; develops program outreach and promotional activities; identifies resources to support program objectives and prepares proposals and funding applications.
• Develops, produces, and distributes program materials for public/staff information, community involvement, and program activities and events; prepares reports, written correspondence, and routine publicity, including public announcements, flyers, posters, etc.
• Maintains accurate and up to date records and program data; develops and uses spreadsheets, databases, and other computer applications to manage program activities and track associated costs.
• Prepares a variety of studies, reports and related information for decision-making purposes. Conducts research, analyzes, and prepares recommendations regarding proposals for programs, events, and services.
• May make presentations to boards, commissions, civic groups, and/or the general public as assigned. Prepares and delivers presentations or drafts of such as necessary.
• Prepares program publicity including use of a variety of city communication channels and media.
• May research grant programs and prepare grant applications. May oversee and administers grants.
• Maintains positive public relations with customers and is responsive to customer needs.
• Develops safe work habits and contributes to the safety of self, co-workers and the general public.
• Performs other duties as assigned that support the overall objective of the position.

• Acknowledge customers when they enter a city facility by greeting them with a smile and positive tone of voice whether in person, on the phone or in email.  
• Gather necessary information to assist the customer. Where possible, handle issues/questions/requests without transferring customer to someone else.
• Seek out answers to questions first; if unsuccessful provide name/contact information of someone who can assist. 
• Listen, understand, and clarify to gain in depth understanding of the needs to ensure they are being met.
• Address difficult or contentious issues in a constructive manner.
• Be positive and enthusiastic when speaking with customers. 

• Be courteous and polite.
• Treat customers with dignity and respect.  
• Understand customer's expectations and treat them as a priority.
• Actively listen and give customer undivided attention.
• Appreciate differing perspectives, opinions, and needs.
• Demonstrate integrity and build trust through credibility, reliability, commitment, and ethical behavior.

• Provide prompt and reliable service.
• Respond to phone/email as soon as possible.
• Follow through in a timely manner on commitments made to customers and provide estimated timeline for completion.
• Change voicemail and email when out of office/unavailable and provide alternate contact person for customers.
• Demonstrate a "can-do" approach.
• Exhibit problem-solving skills leading to sound judgment and quality decisions.

Education: Bachelor's degree in Business/Public Administration or a related field is desirable. Significant experience and continuing education coursework in related fields may substitute for a degree.

Experience: Should have at least five consecutive years of experience in program management.

Computer Software Experience: Should have intermediate to advanced skills in MS Office. Aptitude to quickly learn software programs specific to the City of Wilsonville (financial, registration, etc.)

Certifications/Licenses: Valid driver's license at time of appointment

Skills & Abilities

• Skill and experience in general office budget and accounting procedures and practices.
• Able to develop a positive working relationship and effectively utilize all employees in City of Wilsonville departments. Able to develop positive working relationships with outside agencies, local businesses, and product and service vendors.
• Able to effectively use both oral and written communications in the performance of duties and responsibilities.
• Able to learn and implement city procedures, regulations, and requirements with respect to procurement, safety, operations, and organization.
• Able to research issues, draft, and present recommendations to supervisors.
• Able to manage multiple and varied programs in a timely manner.

Work Environment: Job duties are generally performed in an indoor office setting with
environmental controls.

Physical Requirements: Frequent sitting, continuous talking and hearing both in person and over the phone, frequent keyboarding and repetitive motions of the hands/wrists, occasional walking, reaching, and lifting and/or carrying up to 40 pounds.

Cognitive Functions: The position incumbent works in a fast-paced office environment characterized by frequent deadlines and interruptions. Work is performed with minimal direction and supervision. Incumbent is expected to function independently in daily tasks and use initiative and independent judgment on non-routine matters. Problems are identified and solved and only the most unusual or complex problems are referred to a supervisor. Incumbent must be capable of working effectively with coworkers and members of the public. Concentration and focus are required to complete detail oriented tasks.

Tools/Equipment Used: General office equipment, including but not limited to: computer, printer, telephone, fax machine, and copy machine. Computer software including but not limited to: word-processing, spreadsheet, website, and database programs.