Whitaker Center for Science and the Arts - Part Time Events Coordinator en Whitaker Center for Science and the Arts

POSITION DESCRIPTION 

TITLE:   Part Time Events Coordinator

REPORTS TO: Events and Entertainment Manager

STATUS: Part-Time, Non-Exempt

HOURS: Flexible; evening and weekend availability a must. 

LOCATION:  Harrisburg based

OPPORTUNITY - About Whitaker Center for Science and the Arts

Join a team that is passionate about making a difference and helping our community thrive! Our mission is to create a space in our communities through education and cultural experiences that celebrate the joy of discovery and entertainment.

About the Role

The Part Time Event Coordinator role is responsible for planning and implementing a year-round calendar of events and programs that advance the mission of Whitaker Center for Science and the Arts while providing an exceptional client and guest experience. You will be essential to driving revenue, building community relationships, and ensuring smooth and efficient events from start to finish. If you are interested in being part of a guest-focused and mission-based team, we are interested in hearing from you! 

RESPONSIBILITIES: 

1. Coordinate event logistics, including scheduling, vendor management, and equipment setup and breakdown.
2. Coordinate on-site facility rentals, including scheduling, agreements, logistics, and client support.
3. Serve as the on-site liaison between clients and internal departments, adjusting plans and events based on clients’ feedback and needs.
4. Assist in planning and executing signature fundraising and community engagement events (e.g., 3rd in the Burg, Whitaker Annual Benefit, Light Up the Night).
5. Cultivate relationships with clients and community partners through engagement and visibility.
6. Communicate all needs between internal departments for upcoming events.
7. Complete administrative tasks such as answering emails, making phone calls, and completing paperwork as needed.
8. Ability to work with minimal supervision, assess situations, and make decisions on the job in order to have a positive impact on guest relations.
9. Perform other duties and responsibilities as assigned.

This position description is relative to major requirements and is not intended to be all-inclusive.

QUALIFICATIONS: 

1. Excellent interpersonal and guest service skills are required.
2. 2+ years of event planning, public relations, or nonprofit programming experience.
3. Excellent communication and organizational skills.
4. Strong attention to detail, ability to manage multiple projects simultaneously.
5. Evening and weekend availability required for events.
6. Must be able to work independently to a high standard of reliability and quality. 
7. Must be able to be a positive, professional representative of Whitaker Center to the community. 
8. Desire to build and sustain an inclusive and equitable environment and to be part of building the larger Whitaker Center culture and community, particularly with regard to diversity, equity, and inclusion efforts. 
9. Ability to stand for long periods, climb stairs frequently, and lift up to 50 lbs. 
10. Ability to successfully complete a Pennsylvania State Police Clearance, a Pennsylvania Child Abuse History Clearance obtained through the Pennsylvania Department of Human Services and a Federal Bureau of Investigation Criminal History Record Information obtained by submitting a full set of fingerprints to the Pennsylvania State Police or its authorized agent for submission to the Federal Bureau of Investigation. 

Attributes:

Enthusiastic and Collaborative Team Player

• Ability to work as part of a high performance team, and be a strong team player.
• Poised, self-motivated, and a positive influence on team dynamics.
• Ability to make appropriate decisions quickly.
• Ability to work independently to a high standard of reliability and quality.
• Ability to communicate professionally and positively with guests and staff.

Positive Community and Guest Service Skills

• Must be a positive, professional representative of Whitaker Center to the community.
• Must be able to provide courteous and effective service to the general public, co-workers, and volunteers. Positive and friendly attitude at all times.
• Must have good oral communication skills, including the ability to speak clearly and project your voice on a daily basis.
• Desire to build and sustain an inclusive and equitable environment, and be part of building the larger Whitaker Center culture and community; particularly with regard to diversity, equity, and inclusion efforts.

Physical Requirements

• Ability to stand for long periods, climb stairs frequently, and lift up to 50 lbs.
• Ability to understand and obey safety rules and regulations related to all equipment, materials, and chemicals.
• Ability to maintain regular, punctual attendance consistent with legal requirements.
• Must be able to talk, listen, and speak clearly on the telephone.

EQUIPMENT SKILLS: 

1. Technology literate; demonstrated understanding of Google Applications such as Drive, Documents, and Sheets; and Internet research procedures. 

2. Working knowledge of telephone, computer, printer, copier, and calculator.