We are seeking an Administrative Coordinator for the 2019/2020 Season. Please apply with resume and cover letter to email@example.com.
Title: Administrative Coordinator
General Purpose: Oversees all related administrative duties of the Ouray Ice Park to ensure effective and efficient daily operation. Oversees event coordination of the Ouray Ice Festival.
Supervision Received: Works under the general supervision of the Ouray Ice Park Executive Director and the Ouray Ice Park Inc. Board of Directors (BOD)
Supervision Exercised: Provides close to general supervision to administrative assistant(s)
Administrative Functions: Manages Dick’s Chalet; Monitors shift schedules daily and performance of assigned staff; Ensures that employee work hours are appropriately allocated; Submits time sheets and employee records (W-4, etc.); Assists bookkeeper with preparing and reconciling staff payroll.
Oversees constituent database (CRM); Oversees inventory, payment processing and order fulfillment; Receives, sorts and manages mail and packages; Responds to OIPI email and voicemail; maintains information technology systems.
Manage accounts payable and receivable, track revenues and expenditures; Reconciles monthly bank statements as needed; financial statements/reports; Assists Director of Ice Park Operations to prepare annual budget.
Ensures a well-trained administrative staff; Responsible for planning and executing staff trainings; Assists in the development of new standards for the park
Marketing and Promotion: Assists the Executive Director and BOD with communication and public outreach activities; Supports donor development including prospect identification and cultivation, donor engagement, stewardship and recognition as required.
Oversees and manages local business partner program (LBP); Manages marketing efforts including print, online and social media campaigns related to LBP
Oversees and manages membership program; Communicates directly with OIP members; Oversees the selection, design and ordering of OIP merchandise
Oversees and maintains Ouray Ice Park website; Manages social media platforms and the design of various sites (timeline covers, timeline postings, profile pics, thumbnails, ads, etc.; Publishes monthly newsletter; Creates and curates content including videos, images, written content, etc.
Ice Fest/Event Related: Works with the Executive Director and the BOD to develop and maintain relationships with outdoor industry leaders and sponsors; Works with the BOD, Director of Ice Park Operations and City Staff to prepare for, plan and promote the annual Ouray Ice Festival;
Manages marketing efforts including print, online and social media campaigns; Designs and distributes Fest Guide, sponsor packets, parking passes, gear cards, etc.
Oversees volunteer coordination for various events and venues; Oversees sponsorship management and athlete management; Oversees all sponsor and member related events
Manages accounts payable and receivable, tracks revenues and expenditures; Reconciles bank statements as needed; financial statements/reports; Prepares festival budget.
Concessionaire: Assists the Executive Director and the BOD to oversee the concessionaire programs for regulating commercial and non-commercial use in the Park.
Oversee the concessionaire program for non-commercial group use.
Oversees communication with past non-commercial organizations that use the Park to update and inform them about the group use permitting/registration/fee process.
Work with the Executive Director and the BOD to develop and oversee the concessionaire program for commercial use starting the 2019/2020 season.
Ice Park User Data Collection:
Coordinate with Ice Park Ambassadors and resources as may be provided by the City of Ouray to support Ice Park use data collection. Work with Park Management and City resources on analysis and reporting of use data.
Support Ice Park Manager on creation of an Operations Manual.
1. Education and Experience:
a. Graduation from college with a bachelor’s degree in recreation management, business administration or related field;
b. Three (3) years experience running and organizing large events (2,000 persons or more);
c. An equivalent combination of education and experience
2. Knowledge, Skills, and Abilities:
a. Working knowledge of modern office management practices and procedures; Microsoft Office software including Word, Excel, Publisher, and Outlook; telephone operations and receptionist functions; invoicing and collection procedures and processes; operation of computer in utilizing various software programs related to word processing, spreadsheet and database management; operation of standard office equipment; basic mathematics and accounting (business applications);
b. Ability to communicate clearly and effectively in a professional manner, both directly and through electronic media.
c. Ability to manage multiple projects simultaneously and successfully with efficient use of limited resources.