Program Coordinator - Cultural Events & Services at City of Gaithersburg, MD
City of Gaithersburg, MD · Gaithersburg, United States Of America · Onsite
- Junior
- Office in Gaithersburg
About the Department
The Cultural Events and Services Division in the Department of Parks, Recreation & Culture is seeking two part-time Program Coordinators to support and assist with events, programs, activities, and other Division initiatives. Applicants should request to be considered for the position(s) for which they meet the qualifications as described.
Approximately 20 hours per week. In-office business hours are Monday through Friday between 8 a.m. and 6 p.m. A core work schedule will be established upon hire. Both positions require availability to work City events, including those that fall on evenings, weekends, and holidays. Starting hourly rate is negotiable within the range and will be offered at a level consistent with the experience and qualifications of the candidate. Direct deposit of paychecks is a condition of employment for all City of Gaithersburg employees.
To be successful in these positions, you must be creative and resourceful, have the ability to learn quickly and work efficiently in support of a variety of events, programs, and initiatives, and be able to work both independently and as part of the team. You must be highly customer focused, diplomatic, an effective communicator, possess solid technology, organizational, and time management skills, and have the demonstrated ability to problem solve, prioritize, multi-task, and meet deadlines. We are a team-based culture, committed to providing outstanding, engaging, and seamlessly executed events, activities, and programs to enhance the well-being and cultural experience of residents and visitors.
Position Duties
What you will do with us:
Program Coordinator - Administrative Support:
- Manage correspondence with applicants for the City's Special Event Permitting process, ensuring accurate and timely communication.
- Track and maintain permitting data, prepare reports, assist with compliance follow-up, and process payments.
- Provide administrative support for public committees, including preparing agendas and recording official meeting minutes.
- Support bulk mailings, sponsor/vendor communications, and database management.
- Assist with financial reporting, sponsor/vendor payments, and invoice tracking.
- Assist with budget planning, including managing deadlines and reviewing team documents before official submission.
- Perform office-based administrative functions, including recordkeeping, scheduling, and file management.
- Provide outstanding service, pursue continuous improvement, and exceed expectations.
- Manage and maintain the Special Events equipment inventory, including tracking, ordering supplies, and organizing multiple storage areas.
- Coordinate the setup, takedown, and transport of equipment for all events organized by the Special Events Team.
- Provide oversight and coordination for contracted event parking shuttles.
- Support the operation of City Farmers Markets, including the setup and breakdown of equipment.
- Perform minor repairs and cleaning of equipment as needed.
- Assist with on-site event logistics, ensuring a safe and smooth experience for staff, vendors, and attendees.
- Provide outstanding service, pursue continuous improvement, and exceed expectations.
Minimum Qualifications
What you will need to be considered:
Both Positions:
- Strong interpersonal, organizational, time management, communication (verbal and written), and customer service skills.
- High level of attention to detail and accuracy.
- Computer proficiency (Microsoft 365 applications).
- AA degree or higher or relevant course work.
- Work experience relevant to the position (see below) and previous customer service related experience.
- Ability to communicate effectively in English; multilingual skills a plus.
- Valid driver's license and satisfactory driving record.
- CPR/AED and First Aid certification (may be obtained through the City upon hire).
- Or any acceptable equivalent combination of education, experience, and training that provides the required knowledge, skills, and abilities to satisfactorily perform essential job duties.
- Background and previous relevant work experience in administrative support, event permitting or licensing, financial tracking, and/or database management.
- General knowledge of office practices and procedures and the ability to operate standard office equipment.
- Background and previous relevant work experience in event operations, logistics, warehouse or inventory management, farmers market, or outdoor program support.
- Enjoy hands-on, physical work and logistical coordination.
- Be able to lift, carry, and move equipment and materials weighing up to 30 pounds.
- Be comfortable driving a variety of vehicles, such as cargo vans and rental trucks (no special licenses required).
- CDL or shuttle oversight experience is desired but not required.
Other Qualifications
Interested applicants must submit the following to be considered:
- A complete online application (incomplete applications will not be processed)
- Current Resume (attached to the online application)
Indicate in the supplemental questions the position(s) for which you would like to be considered.
Review of applications will begin immediately, so prompt application is strongly encouraged. The positions will remain open until filled; recruitment will close without notice when a sufficient number of qualified applications are identified or all hiring decisions have been made.
Successful candidates will be subject to a background check and drug/alcohol screening. The City has established an alcohol-free, drug-free, and smoke-free workplace which applies to any person employed by, conducting business with, or applying for a position with the City. Each employee, as a condition of their employment, may be required to participate in pre-employment and reasonable suspicion testing. Employees classified as safety sensitive are also subject to immediate post accident and random testing.
For more information about the positions, please contact Events Administrator Lauren Neal at [email protected] or 240.805.1524. Questions regarding the online application process may be directed to the Department of Human Resources at [email protected] or 301.258.6327.
This recruitment will establish an eligibility list which will be used to fill the current vacancies and may be used to fill other openings in this classification which occur in the next 6 months.
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