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Position Summary:

We are seeking an enthusiastic and highly skilled and organized Project Coordinator to join the Events and Project Management Team.

The Events and Project Management Team supports complex, cross-functional ministry events, programs and teams with project management and event excellence that delivers ministry outcomes. This team also coordinates resource planning, comes alongside new tools and system rollouts, optimizes processes, documents and trains staff, and collaborates across all teams to position the Rock Church for future growth.

The ability to multitask and prioritize are essential, as this role involves supporting many areas, ministries and events across all campuses. Strong communication and relational skills are a must as this team partners with staff, volunteers and external organizations, churches and more. If you have a gift for details, enjoy working and tracking a high number of tasks across multiple projects at the same time that have tight deadlines, are passionate about making easy workflows and clear processes, and enjoy training people with new skills, you will thrive in this position.

The Project Coordinator will be primarily focused on supporting the events & project management team, as well as the internal ministry and operations teams, with the coordination and organizing of resources, equipment and supplies, systems and tools, project schedules and meetings, and information and training. You will work closely with the Events & Project Management Director to create comprehensive strategies and action plans when scopinging and developing a successful project plan, budgets, contracts and resource plan. In the implementation phase, you will lead and organize the execution of event/project tasks and activities across the organization and with external clients, partners and vendors. You will monitor event/project plans, schedules, task completion, risk management, budgets, and purchases, organize and participate in stakeholder meetings, and ensure that project deadlines are met on time and within budget. As events/projects complete, you will ensure all tasks are completed, reconcile budgets and supplies, document and archive project documents, data and processes.

 

This position is under the direct supervision of the Events & Project Management Director to support the following:

 

Essential Duties and Responsibilities:

 

Finance & Risk Management

• Partners to create event/project budgets and then manages budget execution real-time, implementing cost-saving measures wherever possible
• Provide input and suggestions to Finance on system and process changes that would benefit events/projects and organizational compliance
• Manage department credit card, purchasing and reconciliation
• Determines sourcing of vendors and purchasing of items for events/projects, ensures all participating departments are sourcing, purchasing and billing in compliance with the Rock purchasing tools and policies. Maintain a master list.
• Draft, coordinate and archive event/project contracts and agreements
• Risk management within events/projects and ensure compliance with COI’s, MOU’s, as well as establishing and executing support plans when needed.
• Ensure event/project compliance of the CPP by partnering with Safety Team on background check, waiver, minor policies and implementation

 

Tracking & Reporting

• Manage department and event volunteers in F1 and Salesforce
• Manage the tracking/reporting of stats for events, volunteers, and community impact measurable across the organization
• Maintain Grant applications and submission requirements archive and update documents annually
• Manage the Rock’s Online Community Impact Report monthly
• Create and manage event/project dashboards
• Manage project-related paperwork by ensuring all necessary materials are current, properly filed and stored
• Develop event/project forms and documents as required
• Track specific event/project activity and follow-up (ie. Sponsors & Donors)

 

Training and Documentation

• Develop training documentation for event/project execution and tools and provide training for other departments using these tactics and tools
• Develop and train SOP’s to support event/projects

 

Resource Planning

• Monitor partner and vendor performance, research and recommend alternatives when needed to ensure events/projects success
• Manage the event/volunteer registration tool (Brushfire) across the organization with content and design, data collection and management, access and promo codes, reporting, email communication and financial collections. Recommend workflow enhancements as needed.
• Maintain the event/project requests and approval forms and workflow development, developing and recommending changes as needed to ensure clear communication across the organization.

 

Ministry Programs

• Support outreach ministry leaders and campus ACPs/COMs with systems, tool training, coaching, volunteer recruiting and development as well as process documentation
• Manage the 2-1-1 referral program with 2-1-1 and the Rock’s ministries/campuses
• Manage the Rock’s partnership with Feeding San Diego and San Diego Food Bank with agreements and contracts, purchasing and compliance, budget and resource planning for the ministries/campuses
• Ongoing coordination with the Rock’s key community partnerships in execution and referrals, contracts and training
• Manage year-round efforts for Toys for Joy with ownership, design and implementation of the Toys for Joy Website and Sponsor assets

 

Events/Projects Coordination

• Organize and participate in event/project design meetings and propose execution recommendations
• Assess project risks and issues and provide solutions where applicable, evaluate potential problems and barriers and develop solutions
• Monitor current projects and coordinate all team members to keep workflow on track, disseminating changes and new information to all stakeholders
• Ensure stakeholder views are managed towards the best solution
• Organize, attend, and participate in stakeholder meetings and distribute notes to all event/project team members. Prepare necessary presentation materials for meetings.
• Document and follow up on important actions and decisions from meetings.
• Provide administrative and event/project task support as required
• Coordinate delivery times and logistics on behalf of all teams with vendors and supplies that ensure the event/project timeline is met.
• Complete permit forms and other external documents needed and route for signatures
• Draft and coordinate event/project promotional plans and assets with the Marcom/PR team
• Recruit and manage a team of volunteers to support event/project execution
• Lead assigned area and tasks on event set up and day of event

 

Communication

• Manage and respond to email inboxes daily (Events, Toys for Joy, Community Events, Outreach).
• Manage and respond to social media (Toys for Joy Facebook, Rock Your City Facebook and Outreach Instagram)
• Support Director with meeting scheduling and communication and document creation
• Identify and recommend solutions to improve event/project communication internally and externally; maintain ongoing communication

The above summary of duties represents the major tasks and duties. This is not intended to be an exhaustive list of all responsibilities. Therefore, the individual may perform other related tasks under the direction of the Events & Project Management Director.

 

Job-related Qualifications:

Education, Training, and Experience

• Associate degree in a related field is preferred but not required.
• Events Experience Required
• Three to five years administrative experience required.
• Experience working with events preferred.

 

Skills, Knowledge, Abilities

• Ability to multitask, prioritizes assignments, and provides excellent customer service.
• Read, write, spell, and communicate clearly in English.
• Work productively, both independently and collaboratively with others.
• Follow verbal and written instructions.
• Proficiency with Microsoft Office for MAC (Outlook, Word, Excel, and PowerPoint).
• Proficiency with online tools such as Google Docs and Project Management software
• Ability to recognize and maintain confidentiality as appropriate.
• Ability to apply common sense understanding to carry out instructions furnished in written, oral or diagram form.
• Pleasant personality and proven ability to interact in a positive manner using a high degree of tact, diplomacy, discretion, flexibility and courtesy in gesture and speech.
• Demonstrated skills and techniques to recognize problems, issues and situations, and apply resourcefulness in finding appropriate solutions to mitigate potential negative effects. Ability to follow-through to ensure effective resolution.
• Strong organizational skills and attention to detail and accuracy, including excellence in oral and written communications to verbalize issues clearly and concisely.
• Self-motivated and flexible with demonstrated ability to work independently, think creatively, manage multiple tasks and use time effectively.

 

Organizational and Spiritual Requirements:

• Demonstrate Christ-centered behavior at all times by treating people with dignity, respect, compassion and integrity.
• Utilize the principles of Matthew 18 and Ephesians 4:15 to resolve differences of opinion with others.
• Successful completion of references and background check.
• Be self-motivated and goal oriented, use good judgment, and be flexible and innovative.
• Professional attitude and demeanor.

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