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EVENTS AND HOSPITALITY COORDINATOR
Hospitality, FT Employee
Archdiocese of Denver (Denver, CO)
The Events & Hospitality Coordinator reports to the Executive Director of Evangelization & Family Life Ministries. The primary functions of the position include coordinating the many events administrated by the Office of Evangelization & Family Life Ministries (OEFLM), contributing to positive public relations, fostering key relationships, and providing hospitality training to parish staff throughout the Archdiocese. By providing dependable leadership and organization for many key events that are crucial to the OEFLM, the Events & Hospitality Coordinator will have an important opportunity to contribute to our larger mission. The goal of this position isn’t simply to address the various logistical needs of each event, but strive intentionally to create an atmosphere of hospitality and service that proudly witnesses to our Catholic faith.
Serve the Office of Evangelization and Family Life Ministries in strengthening families and evangelizing people both in and out of the pews while helping parishes to be successful in doing the same. This is done through tasks including the following:
~ Work closely with the Executive Director, Associate Director, & necessary event stakeholders to learn the history, requirements, goals, and their clearly defined role for each event.
~ Take personal ownership for the look, feel, execution and quality of key events hosted by the OEFLM. Events include, but are not limited to, the following:
• Mountain Madness
• Steubenville of The Rockies
• Anniversary Mass
• Catechetical Congress
• NFP Appreciation Dinner
• Youth Minster Training Retreats
• Monthly Theology on Tap Events
• Various Trainings and meetings hosted at the Saint John Paul II Center
~ Responsible for coordinating arrangements and proposing agreements with vendors (catering, locations, audio/visual, etc.) with the Executive Director for finalization. Works within budget constraints and always shows competent stewardship of resources.
~ Lead the OEFLM team in the area of hospitality. Proactively searches for ways to improve our interactions with not only event attendees, but all people with whom the office serves and interacts with. Is diligent in ensuring each touch point with priests, parishes, lay people, and partners is handled with kindness, humility, professionalism, and competence.
~ Create announcements, reminders, or follow-up messaging that is welcoming, professional and timely. Coordinates the delivery of these communications with appropriate staff within the OEFLM.
~ With assistance and guidance from the OEFLM staff, is able to develop and present training to parish staff in the area of hospitality (which is a key component in welcoming people back into the Catholic Church), and models best practices within the Office.
~ Contact existing and potential sponsors and vendors for events and takes a strategic approach to positively fostering those relationships.
~ Exhibit positivity, an appreciation for collaboration, and has the flexibility to respond to changes or adversity with professionalism.
~ Process, or assist in the registration processes, for any other conferences/workshops presented by the OEFLM.
~ Perform other duties as assigned by the Director and/or the Associate Director, and assists with special projects as necessary. Helps create and develop the position to provide the optimum level of support to the OEFLM.
~ Suggest new approaches or opportunities in alignment with goals of the OEFLM.
~ Schedule appointments with various individuals and organizations.
~ Create and maintain records reflecting the status of certain department responsibilities, the status of events, and update customer relations database in accordance with OEFLM processes.
~ We believe in a healthy balance of work and personal time with a particular sensitivity and appreciation for family activities and responsibilities. Dependable work hours that respect Archdiocesan policy and standards must be maintained. Weekend events must be attended when directed with the understanding that time off will be granted in consideration. However, requests for time off and proposed work hours must be clearly communicated to the Project Manager and approved by the Executive Director.
COMPETENCIES AND QUALIFICATIONS:
~ Be in the communion of the Catholic Church and intentionally living out the five precepts of the Church (CCC 2041-2043).
~ Refrain from promotion of, or the living out of, any conduct or lifestyle that would reflect discredit or disgrace on, or cause scandal in relationship to, the Archdiocese of Denver, or considered to be in contradiction with Catholic doctrine or morals.
~ Be enthusiastic about Catholicism and the New Evangelization, taking a pivotal role in coordinating the events and programs lead through various team efforts of the Office of Evangelization and Family Life Ministries.
~ HS graduate or equivalent, associate or undergraduate degree preferred.
~ 4-5 years of assistance or program coordination experience. Experience working in a customer service and/or ministerial capacity preferred.
~ Be flexible in the face of change and/or conflict.
~ Possess superior organizational skills and attention to detail and ability to maintain strict confidence regarding all information and issues addressed under this position, in the department and all other ecclesiastically related entities of the Archdiocese of Denver.
~ Be proficient with Mac and PCs and related software including Microsoft Office Suite. Experience with Project Management tools (MS Project, Gantt Charts) a plus.
~ Must be proficient with Content Management Systems such as WordPress, and updating basic information on websites, newsletters, and social media.
~ Excellent writing and editing skills required, along with strong communication skills and dedication to timely and accurate responses via phone, email, and in-person.
~ An ability to establish regular check points to prevent problems; take constructive timely action to remedy problems and consistently meet quality standards and deadlines.
~ An ability to channel the differing needs and viewpoints of others into constructive problem solving, exhibit solid judgment, and proactive problem solving skills.
~ An ability to establish rapport, putting people at ease; show genuine interest in others’ needs and feelings at appropriate times.
~ An ability to develop work objectives and action steps for job duties.
~ An ability to adjust constructively and flexibly to meet the requirements of different work situations; maintain patience, confidence and composure under pressure or adverse circumstances without compromising the timely completion of job duties.
~ An ability to present a positive professional and appropriate image.
~ Visual acuity both near and far, some travel involved, manual dexterity with good eye/hand coordination, good hearing, speech and the ability to operate computer and mouse, copier, fax machine, printer and telephone. (6)