Careers

Closes at 5:00PM on December 20, 2021

POSITION SUMMARY:

First Americans Museum (FAM) seeks a highly organized candidate with excellent people skills for the position of Events Coordinator. The Events Coordinator assists the Events Manager with clients, volunteers, and museum staff to plan, organize, and implement events at the Museum including private, in-house, and affiliate group functions.  Key responsibilities include meeting with clients, booking their event, working with catering team, collecting payments, and closing out events.  The Events Coordinator will have tremendous patience when dealing with clients with enthusiasm and poise. Successful candidates provide optimal customer service and ensure the safety and satisfaction of each client.

DUTIES & RESPONSIBILITIES:

• Plan and/or schedule events, special events, and weddings held at the Museum.
• Help generate revenue to hit yearly goals by renting out spaces at FAM through private and/or public events.
• Coordinate, facilitate and execute events along with catering functions in conjunction with FAM’s food and beverage contractor.
• Collaborate with internal departments regarding FAM Events open to the public.
• Ensure that FAM website is up to date regarding the Events Department.
• Help pull up financial records and report to Events Manager for quarterly review.
• Must be able to talk to clients in person and give tours of the facility.
• Schedule events and communicate with other departments such as Food & Beverage, Security, Facilities, Education and FAM Store.
• Must be able to prioritize situations and handle in a smooth demeanor.
• Must be able to work evenings and weekends.
• Maintain records of billings and collections.
• Handle phone inquiries and drop-ins regarding museum rentals.
• Attend planning sessions to coordinate set-up and procedures.
• Maintain the museum’s inventory of equipment related to special events.
• Ensure food service contractor prepares the set-up of open bars for the clients including chilling of wine and beer and maintaining of all bar supplies during the event.
• Ensure food service contractor prepares the set-up of cash bars for clients including hiring bartenders and cashiers, purchase of bar setups, obtaining change and tickets for the evening, chilling wine and beer and maintaining bar supplies during the event.
• Prepare set-up sheets for Maintenance department for each separate event.
• Work with museum staff members to ensure the proper interdepartmental scheduling of museum events and meeting room space.
• Market the Special Events program to the public, including weddings.
• Supply pertinent information to the Visitors Services and Facilities/Custodial staff.
• Prepare the Special Events annual budget of projected expenses and income for the Museum Executive Team.
• Report monthly attendance breakdown to the Development department.
• Enforce all museum policies and regulations during events.
• Assist as required in related duties. 

QUALIFICATIONS:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The 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.

• Bachelor’s degree preferred. (2+) years of experience in event planning and customer service is required.
• Minimum of two years of relevant experience required
• Prior experience working with events, customer service and sales
• Valid driver’s license and access to vehicle preferred.
• Enthusiastic about the museum’s mission and in serving our diverse audiences
• Knowledgeable about Native arts, culture and history—especially among the 39 tribes in Oklahoma today
• Patient and flexible with working events.
• Must be able to work evening and weekend events
• Positive team attitude

• Conflict resolution experience.
• Patience and good listening skills.
• Knowledgeable in the use of various types of office equipment including personal computers, copiers, phones, and intercom systems.
• Knowledge of the use of point of sales (POS) systems.
• Knowledge of the use of software applications including MS Word and Excel.
• Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to deal with problems involving several concrete variables in standardized situations.

SUPERVISION:

This position reports to the Events Manger or other personnel as directed by the Deputy Director or Director/CEO.

GUIDELINES:

The Events Coordinator is to adhere to the policies and ethics of FAM at all times. He or she wears the museum lobby attire per policy and asks for assistance on any matters or answers to any questions not covered by this job description.

SERVICE:

Manages difficult or emotional customer situations. Responds promptly to customer needs. Solicits customer feedback to improve service. Responds to requests for service and assistance. Meets commitments.

QUALITY MANAGEMENT:

Looks for ways to improve and promote quality. Demonstrates accuracy and thoroughness.

ETHICS:

Treats people with respect. Keeps commitments. Inspires the trust of others. Works with integrity and ethically. Upholds organizational values.

JUDGEMENT:

Displays willingness to make decisions. Exhibits sound and accurate judgment. Supports and explains reasoning for decisions. Includes appropriate people in decision-making process. Makes timely decisions.

PLANNING/ORGANIZING:

Prioritizes and plans work activities. Uses time efficiently. Plans for additional resources. Sets goals and objectives. Organizes or schedules other people and their tasks. Develops realistic action plans.

PHYSICAL REQUIREMENTS:

Dexterity enough to use a keyboard and telephone; occasional lifting, carrying, pushing, and pulling up to 50 pounds; may be subject to extended periods of walking, standing, sitting, reaching, balancing, bending, kneeling, handling, feeling, climbing, and twisting; and vision, speech, and hearing sufficient to perform the essential tasks.  The work environment characteristics are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.