PROGRAM ASSISTANT I- FESTIVALS & EVENTS- TEMP

**Posting number:** 27-02717

**Department:** Parks, Recreation and Cultural Resources

**Division:** Cultural Resources

**Job classification:** PRCR PROGRAM ASSISTANT I

**Posting type:** Open

**Categories:** Miscellaneous

Summary
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If you are a creative, enthusiastic, and detail-oriented individual who is passionate about creating memorable experiences for the Cary community, we encourage you to apply for the Program Assistant I - Festivals & Events position. This role plays a crucial role in assisting the Festival & Events Supervisor and the Festivals and Events Program Specialist in the comprehensive planning, coordination, preparation, and execution of outdoor festivals and events in Cary. This role encompasses both behind-the-scenes and on-site responsibilities, aligning with the team's overarching goal of delivering captivating, cost-free public events that enhance the Cary Community.

Volunteer coordination is a core responsibility of this position. This role serves as a primary point of contact for festival volunteers and helps create a welcoming, organized, and rewarding volunteer experience. This includes recruiting volunteers, managing registrations and schedules, preparing volunteers for their assignments, and coordinating on-site volunteer operations. Working closely with the Festivals & Events team, this position helps ensure Festivals have the volunteer support needed, and the volunteers have the information, resources, and support they need to contribute to successful events.

Additional responsibilities include coordinating vendor communications, assisting with contracts, preparing event materials and signage, and supporting festival operations and logistics.

Festivals include the Lazy Daze Arts & Crafts Festival (fourth weekend in August), Spring Daze Arts & Crafts Festival (last Saturday in April), and other events throughout the year.

Work schedule will vary by assignment and will include evenings and weekends as needed to support events.

**This is a part-time, non-benefited, year-round position, up to 20 hours a week, with a maximum of 999 hours per year.**

Examples of duties
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* Coordinate volunteer recruitment and registration, including outreach to individuals, community organizations, and volunteer groups.
* Work with the Festivals & Events team to identify volunteer needs.
* Maintain accurate volunteer records and manage registration, scheduling, and communications through the volunteer management system, Rosterfy.
* Serve as a primary contact for volunteers, answering questions and communicating expectations, assignments, arrival instructions, and event updates.
* Coordinate volunteer orientation and training, and prepare instructions and materials for assigned roles.
* Coordinate on-site volunteer check-in, deployment, and support; monitor coverage and help resolve scheduling or assignment needs.
* Collaborate with the Festivals & Events team to brainstorm, plan, and develop new festival concepts and ideas.
* Assist in coordinating logistical aspects of festivals, including vendor coordination, venue setup, and equipment preparation.
* Prepare event materials, including signage, marketing collateral, and vendor packets.
* Provide on-site support during festivals and events, ensuring smooth operations and addressing any issues that may arise.
* Performs other job-related duties as assigned.

Qualifications
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* A passion for event planning and a deep appreciation for community engagement.
* Strong organizational skills with an acute attention to detail.
* Excellent communication and interpersonal abilities to work effectively with team members, vendors, and the public.
* Proficiency in Microsoft Office Suite and familiarity with event management software is a plus (ZAPPlication, Rosterfy, Canva, Salesforce, Monday.com).
* Ability to work flexible hours, including evenings and weekends, to support event schedules.
* Ability to acquire knowledge of policies, procedures and services of the division and department.

Supplemental information
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**Education and Experience**

Requires a combination of education and experience equivalent to an Associate’s degree with coursework in Communication, Marketing, Graphic Design, Event Management, Parks & Recreation, or a related field.

Preference will be given to candidates who possess one or more of the following:

* Some experience in management or coordination of volunteers
* Some experience in event planning or festival support

**Physical Requirements** 
 Work in this class requires an employee to be able to hear and talk in order to communicate with the public and with groups under instruction. An employee must be able to climb, walk unassisted and move about freely in order to interact with patrons. Requires the ability to lift moderately heavy items (up to 25 lbs.) Visual acuity is needed to read typewritten and handwritten materials and to view a computer terminal. Work in this class is primarily clerical and may require sitting and use of a computer for extended time periods.

**Conditions of Employment**
Requires possession of a valid driver's license with an acceptable driving record.

Requires drug testing and background check (which may include criminal history check, SBI finger-printing, motor vehicle records check, education verification and credit history review) and satisfactory reference checks prior to employment.