JOB DESCRIPTION:  Evening Programs Coordinator

Oversee program planning and delivery to enhance cultural appreciation, community building and promoting a sense of vision for the future.

Main responsibilities include collaborating with other key administrative staff to monitor youth dynamic and experience, and coordinating the delivery of all aspects of camp-wide programs. These include:

  • cultural festivals involving skits, power point shows, dance, ethnic meals, songs, carnivals;
  • global issues presentations & discussions;
  • recreational events such as dances, games, and fairs, and;
  • talent nights.

Work with the administrative team, other staff, youth, and special guests to develop well-facilitated programs and  cultural presentations, which includes stage set-up and decorations.

Applicants should have program design experience, supervisory and event planning skills, and an ability to manage, delegate, inspire, and draw upon the talents of different people.  Skills in leading large group games and performance experience are also helpful.

Minimum Qualifications:

  • Experience in organizing performance, festival, and/or sports events for large groups.
  • Demonstrated ability to communicate clearly and effectively with others based on knowledge of effective cross-cultural relations.
  • Ability to establish works priorities, respond to unanticipated needs & work under pressure.
  • Ability to work effectively as a member of a team; ability to manage a team.
  • Ability to network with staff and others within the local community to bring forth talents & skills.
  • Orderly, able to organize and handle copious information and multiple tasks.
  • Ability to adapt program ideas to suit varied ages, group sizes, cultures & language abilities.
  • Imaginative and creative.
  • Ability to manage large groups of people/group dynamics.
  • Desire and ability to work in a rural, camp setting.
  • Fluent in English; other language abilities helpful.
  • College graduate with at least one-year post school experience.
  • Minimum age, 21 years old.
  • Stage performance experience preferred, not necessary.

Specific Responsibilities:

  1. Determine format and individual elements of designated evening and weekend programs and cultural events. The following types of programs may be involved:
    a. weekly Global Issues Nights
    b. weekly evening cultural presentations
    c. weekend cultural or issues oriented programs
    d. General entertainment / fun (i.e. sports & games night or musical performance)
  2. Work with staff and youth to plan specifics of presentation and format for each event
    a. identify location, setting; ambiance needed
    b. identify supplies and other items needed to produce event
    c. develop time line for completing tasks leading up to event, including any necessary rehearsals or follow-up meetings; identify who’s responsible for what
  3. Manage the successful completion of preparations and program delivery
  4. Meet with Program Team concerning ongoing development of events, and adjustments required to address overall program needs (“mood adjustment” of population)
  5. Communicate with art staff concerning anticipated needs for props, decorations, special backdrops needed, etc.
  6. Communicate with Kitchen Manager about any special meals, snacks, or special foods to be part of any given event, including menus & dining hall set-up ideas
  7. Communicate with maintenance/program-set up staff about needs for special furnishings, set-up, cleaning, etc.
  8. Communicate with Stage Manager about content and length of program, and lighting, sound or A-V needs
  9. Arrange for a Masters of Ceremony for stage presentations
  10. Draft initial schedule of events, with list of people involved, to be communicated with scheduling and logistics staff for integration into overall schedule
  11. Contact scheduled guests to clarify/determine:
    a. confirm performance date/time
    b. directions to the GYV; transportation needs
    c. program format, length, age of audience, location, etc.
    d. identify special needs for equipment, props, sound/lights, etc.
    e. identify other needs – meals, overnight accommodations, bringing family, etc.
  12. “Publicize” events to the GYV
    a. meal time announcements
    b. communicate with counseling staff re event and any special needs they should communicate with youth
  13. Arrange for “strike”/clean-up crew after event
  14. Evaluate and document each event, identifying areas for improvement, ideas that work well, etc.
  15. Evaluates program structure and activities at end of season, making recommendations for following summer

Secondary Responsibilities:

  1. Lead occasional afternoon activities or electives
  2. Fulfill other support functions as outlined in general job description, applicable to all staff (i.e. daily meal clean-up, helping set up and break down facility, etc.)

Essential Functions:

  1. Ability to effectively communicate with youths and staff, and to provide necessary instruction and training.
  2. Ability to communicate to staff and youths the safety regulations and emergency procedures in case of an all-camp emergency.
  3. Visual and auditory ability to identify and respond to environmental and other hazards related to area.
  4. Cognitive and communication abilities to manage large, complex event management.
  5. Ability to operate essential office equipment needed to carry out responsibilities (i.e. telephone, computer, photocopy machine)
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