Event Coordinator

Job Description
Title: Event Coordinator
Supervisor: Event Director
Type: Seasonal Part Time
Wage: $7.75 – $8.50
Dates of Employment: May 2015 – January 2016

Coordinator Role

This position has a supportive role in the implementation and oversight of events at the Idaho Botanical Garden, while ensuring the visitor has a safe, positive, and memorable experience. S/he is expected to understand all the components of an event. The Coordinator works directly with individuals in a wide range of roles, including admission kiosk, parking, and store. The Coordinator is directly responsible for managing volunteers, onsite vendors, and activity areas.  The Coordinator is also the primary point of contact for businesses hosting private onsite rentals during IBG events. S/he must always present a positive and professional demeanor with guests, volunteers, and fellow staff members, especially while problem solving.

Job Requirements


  • Excellent customer service and interpersonal skills
  • Excellent communication skills, both speaking and written
  • Comfortable with public speaking
  • Ability to understand and apply event procedures and Garden policies
  • Comfortable working with a variety of individuals, of all ages, including garden staff, volunteers, and customers
  • Ability to supervise volunteers
  • Ability to prioritize, problem solve, and delegate with the entire event in mind
  • Ability to work in various weather conditions such as cold, snow, or rain
  • Ability to be on one’s feet and walk throughout the Garden, sometimes on uneven surfaces
  • Ability to work well in a team setting
  • Work evenings and weekends

Specific Tasks

  • Confirm upcoming event details with participants/performers/vendors
  • Oversee setup and teardown of events including but not limited to Great Garden Escape concerts, Bug Day, Fall Harvest Festival, Outlaw Field Concert Series, and Winter Garden aGlow
  • Emcee Great Garden Escapes when necessary and/or work with scheduled guest emcees
  • Support and supervise event volunteers and have an understanding of volunteer job positions
  • Order, organize and inventory event supplies as needed
  • Prepare event wrap-up reports
  • Work admission Kiosk or Off-site informational booths as needed
  • Assist Volunteer / Site Rental Coordinator / Executive Director as requested
  • All other duties as assigned

To apply: Send cover letter and resume to Tracylea Balmer at tracylea@idahobotanicalgarden.org by Friday, April 24.

Membership Sales Associate


Department: Visitor Services

Job Title: Membership Sales Associate

Supervisor: Visitor Services Manager

Employee Status: Non-exempt, Seasonal, F/T or P/T

Salary: $7.25-$10/hour DOE


Position Description:

The Membership Sales Associate serves as the first point of contact between the Idaho Botanical Garden and its patrons. As such, it is imperative that the ideal candidate be outgoing, warm, friendly, flexible, dependable, hardworking and display exceptional communication skills. The position is a seasonal position, running March 15th through November 15th with the opportunity for additional hours through the beginning of January. The position requires some holidays be worked with primary hours ranging from 9 a.m. to as late as 8 p.m. on specified evenings. The primary role of the Membership Sales Associate will be processing admissions into the Garden in the admission kiosk and at the admin office front desk while conveying the benefits of Garden membership to each patron. With each customer interaction there is an expectation that the associate will help to further educate Garden patrons on the many benefits of membership. The primary objective of the associate will focus around selling new memberships from the admission kiosk/front desk areas. Additional duties include checking in field trip and tour groups, answering a multi-line phone system and assisting in over the phone ticket sales, answering questions about the Garden and its programs and other miscellaneous office duties, as need arises. At the end of each day, the associate will be responsible for closing down the admission kiosk or front office till, following outlined closing procedures and ensuring balancing accuracy in each daily deposit. Shifts will be split between the admission kiosk and the front desk of the administration office. Additionally, although rare, the associate will have the skills and tools necessary to empower them to mitigate any guest concerns or issues, taking the initiative to make decisions that are in the Garden’s best interest.

Areas of Responsibility:

General Garden Responsibilities:

  • Engage each Garden patron, clearly and succinctly conveying the benefits of Garden membership
  • Process new memberships acquired from kiosk and front desk in membership database
  • An understanding of the workings and locations of the different areas within the Garden to be able to accurately answer customers’ questions, being able to give guidance and instruction
  • Maintain a customer service oriented approach at the kiosk area, ensuring a welcoming and inviting atmosphere
  • Keep a tidy, organized work area
  • Assist in general Garden office operations as needed (answering phones, taking new and renewing membership payments, help with large mailings, taking event ticket orders, etc.)
  • Monitor the Garden admission area and collect general admission dues to the Garden while being sure to show the multiple benefits of Garden membership to each patron
  • When necessary, assists the education staff by helping create proper signage for education classes, events, special events, weddings, etc.
  • Open and close cash drawer accurately, reconciling with the Altru sales system
  • Other duties, as assigned

Garden Event Responsibilities:

  • Quickly and accurately processing admission payments into the Garden
  • Follow event procedures and protocols, adopting a solution-oriented approach at all times
  • Work in tandem with Garden event staff to ensure a smooth and seamless patron experience
  • Maintain a welcoming, happy demeanor, even during peak times with large crowds and lines
  • Responsible for welcoming, training and assisting Garden volunteers
  • Ensure a positive interaction with all others in the admissions area
  • Other duties, as assigned

Required Skills, Knowledge and Training:

  • Previous cash handling experience
  • Ability to learn new programs/systems quickly
  • Basic understanding of Microsoft Office products
  • Ability to multitask
  • Accuracy in cash handling
  • Exceptional customer service and communication skills
  • Excellent attention to detail and follow-through
  • Ability to adapt to challenges and opportunities with a solution-oriented perspective
  • Ability to work in all types of weather
  • Ability to train and supervise Garden volunteers
  • Valid Idaho Driver’s License and clean driving record

Education and Experience

  • High School Diploma or GED equivalent
  • Previous customer service/cash handling experience preferred

Physical Demands

  • Ability to lift at least 35 lbs.
  • Ability to work and be comfortable in all types of weather
  • Ability to walk across various types of terrain found throughout the Garden­

These physical demands are representative of the physical requirements necessary for an employee to proficiently perform the essential functions of the position.

If interested in the position, please send a copy of your resume to warren@idahobotanicalgarden.org.