Houston Livestock Show Rodeo Job Description by lip42828

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									                               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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