Rochester Site Coordinator

Position Summary

The Site Coordinator is primarily responsible for organizing and coordinating Steubenville Rochester. The coordinator ensures that the organizing, planning, hospitality, logistics, marketing and other support systems are in place for the execution of the above-mentioned event.  The Site Coordinator recruits and trains the Core Team and volunteers to deliver the Steubenville Rochester event with excellence and assists with other PFY events as needed.

Responsibilities:

MANAGEMENT & ENGAGEMENT

• Recruit and train Core Team to serve in various areas of the conference.
• Facilitate regular Core Team meetings.
• Ensure that all safe environment policies are being followed. See USCCB’s charter for the Protection of Children and Young people. Keep accurate records regarding background checks, pastoral code of conduct, and cleared clergy.
• Recruit general volunteers needed for event.
• Ensure Core Team and volunteers receive and understand his/her job description.
• Work with volunteer coordinator to register, clear, train and assign volunteers.
• Work closely with Associate Director of Events regarding volunteer compliance.
• Communicate with Core Team concerning the volunteers for their area.

    ADMINISTRATION

• Oversee implementation of Core Team and volunteer schedules.
• Communicate expectations clearly and positively with Core Team, partners, and volunteers.
• Develop and implement reporting tool that assists with keeping Core Team on track.
• Respond to general inquiries
• Work as a resource person to the Core Team.
• Financial management - work with Associate Director of Events to execute event within budget.
• Attend monthly staff meetings – via Zoom, conference call, or in person.
• Collaborate with Associate Director of Events to select venue, hotels, and caterers.
• Coordinate with Franciscan University, Christian Outreach Office regarding conference details.
• Complete clergy clearing with the Diocese of Winona-Rochester.
• General correspondence: Assist with and evaluate correspondence tools provided to PFY constituents. The correspondence includes but not limited to, promotional materials, event details, and general encouragement.
• Research, select and promote Share the Glory organization and program.

 MARKETING & PUBLIC RELATIONS

• Contact local businesses to solicit support via advertising and donations
• Seek out marketing/networking opportunities to pursue
• Build local vendor relations to support the mission of PFY.
• The Site Coordinator will be directed by the Executive Director or Associate Director of Events for additional tasks to support the overall ministry of PFY.

This is not an all-inclusive list; additional duties and responsibilities may be added or changed as directed by the Executive Director.

TRAVEL: The Stie Coordinator will have limited travel requirements if you live in the Rochester area.

QUALIFICATIONS

Education & Experience

• Bachelor’s Degree (desired, but not required)
• 3+ years experience in event planning and execution of special events (required)

Spiritual Gifts & Skill Set

 Must have a vital and growing relationship with Jesus Christ

• A strong composition of many or all of the following spiritual gifts: administration, hospitality, and service
• Excellent organizational and project management skills.
• Strong communication and interpersonal skills,
• Must be a self-starter and able to work independently with little supervision.
• Must be able to follow policies and procedures but possess the ability to use discretion when non-routine situations arise
• Must be able to handle conflict in a Christian manner
• Must be an excellent problem solver and an intuitive thinker.
• Confident giving direction to volunteers and vendors
• Ability to initiate, plan and manage projects and meetings
• Appropriately handle sensitive and confidential information and situations
• Ability to focus on details, prioritize and meet deadlines
• Proficiency in Internet, Microsoft Office and other computer based technologies
• Ability to lift and carry approximately 40 pounds

Application Instructions

Candidates should submit a cover letter and resume, to Joseph Pyka, Associate Director of Events, via e-mail. Please address them to Joseph@partnershipforyouth.org and include Site Coordinator in the subject line.