Duties and Accountabilities: Daily Market and promote the City as a destination for tournaments and special events.

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1 JOB DESCRIPTION Department: Community Services Division: Facilities Booking Job Title: Facilities Booking Coordinator Union: CUPE 1189 Direct Supervisor: Manager of Marketing and Community Development Revision Date: October, 2016, revised August, 2017 Position Summary and Scope: Administer Facility Booking System including arenas and sports fields; coordinate City resources and department responsibilities for special events including preparation of agreements; promote all City facilities and parks as venues for tournaments and events and coordinate Recreation Community Programs. Duties and Accountabilities: Daily Market and promote the City as a destination for tournaments and special events. Prepare reports and recommendations for City Council on various issues pertaining to facility bookings including agreements, beer garden/tents, and special events. Prepare agreements for special events held in city-owned facilities for City Council approval and ensure conditions of agreements are fulfilled by event organizers leading up to events. Monitor compliance, pre and post event reviews; work with event organizers to coordinate logistics within the various facilities and parks, tourism and events and act as the City s lead liaison with event organizers as well as other agencies such as Owen Sound Police Services, Fire Services and EMS. Administer the City s Facility Booking System including all ice and floor rentals, playing fields, special events and floor rentals including insurance requirements. Assist in the marketing and promotion of the City s inventory of parks, facilities and open spaces. Coordinate with IT Department to maintain Recreation/Facilities web page and Page 1 of 5

2 coordinate with respect to communication and use of social media. Administer and maintain City Booking System relating to invoicing, payments, contracts and reports. Monitor, review and develop policies regarding facilities including Ice Allocation Policy, Municipal Alcohol Policy. Co-ordinate and implement spring and fall minor sports registration with community partners. Administer Public Skating Program including sponsorships for Free Public Skating. Hire, train and supervise ice patrols and cashiers as well as marketing and promoting these programs. Implement and co-ordinate Springfest and District Senior Games including sponsorships, working with event conveners, securing event venues, marketing and promoting this program. Staff liaison with various groups and organizations including Harrison Park Seniors and Owen Sound and Area Seniors. Assist the Manager of Parks & Open Space and Facilities Supervisor in the operation of facilities relating to special events, tournaments and special requests. Liaise with Owen Sound Attack respecting their use of City facilities. Member of Health Fair Committee involved with the planning and implementation of the annual fair with community partners. Co-ordinate the City s annual Volunteer of the Year Award recognition program including soliciting nominations, preparing nomination summaries for Community Services Committee for consideration, prepare nominee background for award presentation to Council and organize ceremony. Prepare and monitor facility booking budget including a review of monthly financial reports. General administration and inquiries. Coordinate Recreation Programs with partners including Owen Sound Family Y, Minor Soccer and contractors to deliver quality programs as well as market and promote these programs. Page 2 of 5

3 Periodic Conduct research projects, including the comparison of facility rental rates, review of policies and documents. Participate in meetings related to special events, sports tourism, training and maintaining a relationship with community partners. Prepare reports for the Community Services Committee and other meetings as required. Perform other duties as assigned by the Director of Community Services or Manager of Marketing and Community Development from time to time. Employee Health & Safety Responsibilities: Carry out work in a safe manner, preventing safety hazards to the incumbent and others; Actively participate in all COS safety initiatives and trainings; Report all hazards, incidents, accidents, near misses, injury or illness promptly to your supervisor; complete all requested documentation. Follow all COS policies and procedures as well as the Occupational Health and Safety Act. For a detailed description of worker responsibilities see the Occupational Health and Safety Act Part III Section 28. Educational Requirements: College Diploma or Equivalent in Recreation, Sport Business Management or a related field Details Specialty, major etc.: Diploma or degree in facility management, recreation or associated field. Skills and Competencies at the working level: Superior communication and strong interpersonal skills to deal with members of the public, community partners, Council and all levels of staff Excellent written communication skills Innovative marketing and promotion experience Demonstrated responsibility for independent work, and attention to detail Experience in coordinating large and complex events as lead incorporating stakeholders with different interests Page 3 of 5

4 Ability to prepare budget and manage operating budgets. Ability to comply with department and corporate policies, procedures, and necessary legislation. Commit to establish and maintain positive working relationships with others; work as a team member. Demonstrate courtesy, patience, and effective listening in all interactions. Demonstrated time-management skills Demonstrated conflict resolution skills Demonstrated proficiency in Microsoft Office and other related software Possess and maintain a valid Ontario Class G Driver s License Experience at the working level: Previous Work Related Experience (# of years or months): 5 years in an administrative function Positional on-the-job training required (# of weeks or months): Expected to overlap with incumbent for 3 weeks to provide a smooth transition Working Relationships: The Facilities Booking Co-ordinate works with all staff within the Community Services Department, members of City Council, Committee Members, the General Public and all other staff as well as Community Groups and organizations as well as agency partners such as Owen Sound Police Services, Fire and EMS. Independence of Decision Making: Has established policies & procedures Yes Supervisor or lead hand usually available Yes Problem solves within clear guidance and/or past practice Yes Physical Demands: Length of time/repetitions/weight in average working day. Computer Use: 5+ hours per day Walking: up to 1 hour a day Page 4 of 5

5 Standing: 1 hour a day Sitting: 5-7 hours per day Lifting: up to 25 pounds Ladder Climbing: minimal Exposure: Click here to enter text. Other: Click here to enter text. Working Conditions: Hours of work: 35 hours per week Shift length: 7 hours per day Shift Schedule: Monday - Friday Additional Comments: This position does require some work outside normal hours for program delivery, attendance at meetings or other functions related to the position. Consequence of Errors: Inaccurate management of facility schedules could cause undue hardship for staff and members of the public. Inaccurate reporting or research could have financial implications with limited impact due to the review process. Improper monitoring of compliance of event organizers with City policy could create significant liability for the City. Written by: Pam Coulter Approved by Dept Manager: Approved by Human Resources: Date: Date: Page 5 of 5