Houston Livestock Show & Rodeo Job Description Job Title: Coordinator Division: Exhibits & Attractions Department: Exhibits & Attractions Reports To: Executive Director, Exhibits & Attractions FLSA Status: Exempt Current EE: Vacant Approved By: Human Resources Approved Date: 07/09/2009 SUMMARY Serves as staff coordinator for Carnival Ticket Sales Committee, School Art Committee, Tours Committee and Trailblazers Committee. Provides administrative and data entry support for activities related to World Championship Bar-b-que and Merchandise operations. ESSENTIAL DUTIES/RESPONSIBILITIES include but are not limited to the following: 1. Supports management coordinator and Carnival Ticket Sales Committee in the coordination of the Carnival Ticket Presale program, including: • Prepare and mail HLSR and committee appointment letters • Develop and maintain committee and operating budgets • Coordinate and attend monthly, on-site and off-site, committee meetings from October – December and weekly meetings on or about January through end of World’s Championship Barbecue Contest • Perform data entry and payment processing for committee and public sales of carnival and admission ticket products • Fulfill mail orders and review disputes for products not received • Prepare instructional information and sales flyers for the Committee • Organize all details of final turn-in • Assist with ordering and distributing sales awards for the Carnival Ticket Sales committee 2. Supports management coordinator and Trailblazer Committee in the coordination of the Carnival Ticket Presale program, including: • Prepare and mail HLSR and committee appointment letters • Develop and maintain committee and operating budgets • Schedule and coordinate committee meetings • Assist with event details for annual luncheon and night out events 3. Supports management coordinator and School Art Committee in the coordination of the School Art program, including: • Prepare and mail HLSR and committee appointment letters • Schedule and coordinate 26 meetings and 8 events held at Reliant Center • Assist with event details for 10 Show related events which include: School District Open House, Quick Draw Preliminary Judging’s, 3D Sculpture Judging, Grand Prix Judging, Western Art Academy, Quick Draw Contest, Awards Presentation, School District Artwork Pickup and Western Art Academy Workshops and Reception • Design, update and manage printing and distribution of at minimum 10 mail outs each year which include materials such as the competition rules, entry forms, educational opportunity applications, judging forms and all other competition documents • Communicate with district representatives regarding entry, rules, results and other logistical needs of the competing districts, schools and students • Develop and maintain committee and operating budgets • Work with committee and vendors to order awards and certificates • Prepare awards day program and all associated printed materials needed for contestants – student name tags and seat labels • Answer parent and teacher questions about the program and relay information to committee leadership • Collect and organize external forms and applications on behalf of Open House, Quick Draw Contest, 3D Program, WAA, Glassell, W-9 and Scholarship Applications. • Secure proper signatures and submit invoices and reimbursement requests for payment 4. Supports management coordinator and Tours Committee in the coordination of the Tours program, including: • Schedule school tours and field trips each year for 55,000 children and chaperones includes significant data entry and e-mail correspondence • Communicate daily with school teachers via e-mail during the months of October –March • Maintain tours database and detailed records of 407 school groups attending the Show • Coordinate parking passes and ticket distribution with Operations and Tickets • Develop, update, and print Show and attraction specific information to be mailed to 407 schools • Prepare and manage school tour information on the Show’s Web site, via e-mail and school tours hotline. • Work with committee leadership to update 80 page rookie training manual • Develop and maintain committee and operating budgets • Prepare and mail HLSR and committee appointment letters • Schedule committee meetings and assist in room coordination • Secure proper signatures and submit invoices and reimbursement requests for payment • Work with Chairman and leadership to plan and prepare operational logistics necessary to conduct tours for 80,000 people. Logistics include sound system, layout flow, safety concerns, signage, scheduling, and school bus loading and unloading • Deliver PowerPoint presentation to members about new attractions and AGVENTURE updates 5. Provides executive director with administrative and data entry support for World Championship Bar- b-que operations: • Performs data entry in EXAT for team entries and parking and beer purchases • Monitors team compliance with deadlines, including entry forms, variance requests, tent information forms, occupancy calculations and flame certificates • Updates team records in EXAT • Assists with preparation of information packets, including team invitation packets, chief cooks’ packets, contestant supervisor packets, and judging packets 6. Provides managing director of merchandise with administrative and data entry support for Merchandise operations during summer and during Show time: • Collect register packets from cash room on a daily basis and file sales and register information • Assist with any committee requests at Rodeo Merchandise booths, including requests for updated price lists, inventory lists and forms • Research disputed customer charges or accounting issues • Assist with inventory data entry in Oracle, including inventory transfers, purchase order creation, item end dating, receiving transactions, consignment sales and returns and inventory counts • Assist with creation of new items/UPCs, including set up of master item numbers, flex field records with catalog information, retail price lists, committee price lists, and price tags SUPERVISORY RESPONSIBILITIES Directly supervise approximately five temporary employees for approximately 30 days. Carry out supervisory responsibilities in accordance with the organization's policies and applicable laws. Responsibilities include training employees; planning, assigning, and directing work; addressing complaints and resolving problems. 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. EDUCATION and/or EXPERIENCE Bachelor’s degree or equivalent from four-year college; or three to five years related experience and/or training; or equivalent combination of education and experience in ticketing, accounting and customer service. 10-key by touch, 40+wpm typing. Experience with Oracle preferred. Requires proficiency in Excel and Word. Must have working knowledge of general accounting policies and procedures. Must have excellent communication and customer service skills. LANGUAGE SKILLS Ability to read, analyze, and interpret general business periodicals, professional journals, technical procedures, or governmental regulations. Ability to write reports, business correspondence, and procedure manuals. Ability to effectively present information and respond to questions from groups of managers, clients, customers, and the general public. OTHER SKILLS AND ABILITIES Requires proficiency in word processing and other software including Word, Access, and Excel. Requires the ability to manage multiple tasks and shift of focus on a regular basis. Prior supervisory or management experience and negotiating skills preferred. Must possess the ability to interact with all levels of people, both within and outside of the organization, and demonstrate a high level of customer service skill. Must possess excellent organizational and communication skills, oral and written, and the ability to be flexible and productive in a fast-paced environment. PHYSICAL DEMANDS The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is regularly required to walk; use hands to finger, handle, or feel; reach with hands and arms; and talk or hear. The employee frequently is required to stand; sit; climb or balance; stoop, kneel, crouch, or crawl; and taste or smell. The employee is occasionally required to sit. The employee may be required to stand and walk for up to sixteen hours per day during set-up and Show. The employee must frequently lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus. Extended work hours required, generally beginning in October and especially the during peak periods of January through March. WORK ENVIRONMENT The work environment characteristics described here 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. While performing the duties of this job, the employee is frequently exposed to fumes or airborne particles, outside weather conditions, and vibration. The employee is occasionally exposed to moving mechanical parts. The noise level in the work environment is usually moderate. Extremely fast-paced, deadline oriented environment, with periodic high stress situations.
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