Program Coordinator

Community Builder

Make a difference in the community you live in! As a Community Builderan employee with the City of Gainesvilleyou will have a direct hand in building and improving your community and making a visible impact on the lives of your neighbors. Working for local government is more than a job, it's a chance to contribute to community success and to help enhance the Gainesville way of life.

Department : GG_Parks, Recreation and Cultural Affairs : Education Programs

Salary Range Minimum : $21.59

Salary Range Maximum : $32.88

Closing Date : 10 / 13 / 2025

Job Description

This is para-professional work developing, implementing, administering, and presenting programs or services for the City and its facilities. Depending on area of assignment, positions allocated to this classification may supervise others.

Positions allocated to this classification report to a designated supervisor and work under general supervision. Work in this class is distinguished from other classes by its supervisory and administrative responsibilities.

Essential Job Functions

Develops, implements, and administers programs and events for the City. Serve as a primary contact for Special Event permits. Assist event organizers through the permitting process and coordinate application review process with department approvers. Evaluates effectiveness of programs and practices; and makes recommendations relating to projects, needs, and development.

Assists in the development of long and short range plans and assists with budget preparation.

Determines functional needs and locates and obtains appropriate materials (applications, site plans, insurance certificates, facility rental agreements, indemnity waivers, OTs, emergency plans, etc.)

Assists in the development of policies, procedures, and administrative guidelines for staff. Review all permit applications to ensure that events meet City ordinances and policies in the application and actual implementation.

Coordinates public relations activities, including speaking before groups and media and preparing press releases, brochures, and newsletters.

Develops or acquires program materials, including brochures, newsletters, handouts, bulletin boards, displays, exhibits and other required equipment and supplies. Serve as the in-house expert and primary contact on the Special Event permit software. Train staff as needed on how to review, comment, and invoice applications.

Assists in the selection of and supervises, plans, evaluates, disciplines, trains, and coordinates the work of assigned staff.

Serves as liaison to advisory boards or friends group.

Develops community partnerships for programming, events and projects.

Assists with maintaining agency accreditation.

Responsible for conducting the full range of activities required to prepare, submit and manage current and new grant proposals for public and private funders as well as major gifts acquisition in compliance with local, State, and Federal policies and procedures required for the receipt of grant funding.

Researches public and private grant sources (agencies, corporations and foundations) to identify sources of restricted and unrestricted funding.

Establishes short- and long-range fundraising goals for funding sources.

Prepares City Commission agenda items related to grant proposals.

Gathers information necessary to report to funders on current and / or completed grant programs.

Cultivates and nurtures relationships with current and potential corporate and foundation sponsors and individual donors.

Develops an inventory of current and potential partners, sponsors, collaborators and grant providers.

Provides regular progress reports to supervisor.

Attends staff meetings and participates in organization-wide planning activities.

Coordinates and develops community groups and volunteers to assist in related projects, programs and events.

Ensures compliance with State and local management requirements, policies, and procedures.

Prepares and submits related reports and documents, updates, and maintains computerized tracking / monitoring systems of all inventories.

Coordinates events and interfaces with other related City events and events sponsored by other organizations.

Coordinates with local, state, and federal agencies, organizations, and individuals relating to program issues.

Interacts with citizens and ensures the highest quality of internal and external customer service possible in all activities.

Assists in development of new facilities, or properties.

Stays current on developments in program trends.

Attends work on continuous and regular basis.

Non-Essential Job Functions

Coordinates record keeping and filing systems and destruction of records.

May be responsible for enforcing the drug policy, based on physical location and organizational structure.

May be required to work with information of a confidential and sensitive nature.

May be required to make oral presentations to community groups, advisory boards, or City / County Commissions.

May be required to join and actively participate in professional organizations related to the assigned job's discipline.

Performs other related duties as assigned.

Qualifications

To perform this job successfully, an individual must be able to perform each essential job function satisfactorily. Below are the required education, experience, knowledge, skills, and abilities to perform the essential functions.

Education and Experience

A Bachelor degree from an accredited four (4) year college or university with major course work in a field relevant to the assigned area, and three (3) years of progressively responsible program administration experience or an equivalent combination of education, training, and experience which provide the required knowledge, skills, and abilities.

Certifications or Licenses

A valid United States Driver License is required on appointment. Valid Florida Driver License required within thirty (30) days of start date.

If assigned to the Recreation, Aquatics or Nature divisions of the Parks, Recreation and Cultural Affairs department (PRCA) :

American Red Cross certification (or equivalent) in Cardiopulmonary Resuscitation (CPR), Automated External Defibrillator (AED) and First Aid is required upon hire.

In addition to certification required in PRCA, if assignment is in the Aquatics division :

American Red Cross Water Safety Instructor (WSI) certification is required.

American Red Cross Water Safety Instructor Training (WSIT) certification is preferred.

American Red Cross Lifeguard (LG) Training is required.

American Red Cross Lifeguard Instructor (LGI) certification is preferred.

National Alliance for Youth Sports certification as a Certified Youth Sports Administrator (CYSA) is preferred.

If assignment is in the Recreation division :

National Recreation and Parks Association certification as a Certified Parks and Recreation Professional (CPRP) is required within 12 months of hire date.

Knowledge, Skills and Abilities

Considerable knowledge of principles, practices and concepts related to planning, developing, directing and administering assigned programs and events, related issues and operational environments.

Ability to analyze program effectiveness and make recommendations for change and improvement.

Working knowledge of and the ability to make informed decisions in accordance with laws, ordinances, and statutes governing Federal / State grant funding.

Basic knowledge of government finance, accounting, and purchasing practices, policies, and procedures.

Demonstrable working knowledge of personal computers and department related software.

Knowledge of program coordination concepts, principles, and operation.

Ability to perform program management functions, including the ability to plan, assign, and supervise the work of others.

Ability to organize and conduct educational programs and events.

Ability to gather information, maintain accurate records and prepare moderately complex reports.

Ability to prepare effective correspondence on sensitive and confidential matters.

Ability to perform mathematical computations rapidly and accurately.

Ability to effectively work with and communicate with, both orally and in writing, the general public, private, public and corporate funders and foundations, business owners, community leaders, board members, and City employees.

Ability to exercise good judgment, tact and diplomacy in all public contacts.

Physical and Environmental Requirements

To perform this job successfully, an individual must possess certain physical abilities and be able to withstand work related environmental conditions.

Physical Requirements

While performing the duties of this job, the employee is often required to sit for prolonged periods of time.

Work Environment

May be required to work or attend meetings outside regular business hours, including nights, weekends and holidays.

Work may require the performance of tasks outdoors