Guadalupe Centers Inc.
Community and Events Coordinator
Guadalupe Centers Inc., Kansas City, Missouri, United States, 64101
Community and Events Coordinator
Department: Community Engagement
Reports to: Chief Community Impact Officer
FLSA Status: Exempt
Supervises: 0
Summary The Community and Events Coordinator provides administrative and event support to the Community and Events departments. This role helps plan and execute community programs, special events, and venue rentals while strengthening Guadalupe Centers’ visibility and engagement across the community.
Essential Duties and Responsibilities
Event Coordination and Support
Assist in planning, preparing, and executing community events, volunteer activities, and venue rentals.
Serve as on-site coordinator during evening or weekend events as needed.
Attend all Guadalupe Centers events (internal and external) to promote GCI and provide event support.
Support setup, breakdown, and coordination with vendors, volunteers, and internal teams.
Maintain event supply inventory and ensure materials are organized and ready for upcoming events.
Help track attendance, collect feedback, and document event outcomes.
Bookings and Administrative Support
Support the Community and Events Manager with venue bookings, inquiries, tours, and client communications.
Prepare rental contracts, confirm payments and deposits, and maintain accurate booking calendars.
Coordinate with catering, custodial, and facilities teams to ensure smooth event logistics.
Provide administrative support including scheduling, data entry, correspondence, and recordkeeping.
Assist in maintaining department files, vendor lists, and contact databases.
Community Engagement and Volunteer Support
Assist the Community Engagement & Volunteer Manager with volunteer recruitment, scheduling, and tracking hours.
Help promote volunteer and engagement opportunities through digital platforms and printed materials.
Support outreach activities such as community forums, fairs, and service initiatives.
Maintain accurate records of community participation and volunteer metrics.
Other
Collaborate with the Marketing team to help promote community events and volunteer opportunities.
Attend internal and cross-departmental meetings as assigned.
Perform other related duties as needed to support the Community Impact Department.
Qualification Requirements To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.
Qualifications
Associate degree or equivalent work experience required; Bachelor’s degree preferred.
2+ years of experience in event coordination, community engagement, or administrative support.
Must be available for evening and weekend events.
Strong organizational, multitasking, and time management skills.
Excellent written and verbal communication skills.
Bilingual (English/Spanish) strongly preferred.
Proficiency with Microsoft Office and/or Google Suite; experience with CRM or scheduling software preferred.
Reliable transportation required.
Physical Requirements While performing the duties of this job, the employee is regularly required to communicate with others, move, and sit frequently. The employee may also be required to lift or move objects of up to 20 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus. The physical demands described above are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.
Work Environment The usual and customary methods of performing the job functions require the following physical demands: occasional lifting, carrying, pushing, and/or pulling, some climbing and balancing, stooping, kneeling, crouching, and/or crawling, and significant fine finger dexterity. Generally, the job requires 80% sitting, 10% walking, and 10% standing. This job is performed in a generally clean and healthy environment.
Equal Opportunity Employer GCI is committed to a policy of equal opportunity for all employees and applicants for employment without regard to race, religion, color, creed, ancestry, age, sex, gender, national origin, marital status, pregnancy, citizenship, disability, genetic information, veteran status, service member status or any other category protected by federal, state or local law. Preventing discrimination is the responsibility of every employee in the way employees treat and interact with one another. Therefore, GCI expects all work relations to be business-like and professional, free of bias, prejudice, harassment and/or discrimination.
GCI's policy of Equal Opportunity extends to all conditions of employment including, but not limited to, recruitment, hiring, placement, training, compensation, discipline, transfers, separation, layoff, recall, leave of absence and promotion. GCI will not tolerate any discrimination in the workplace, and it is expected that any employee who believes they have been subjected to any practice that appears to be inconsistent with this policy will contact Human Resources. Improper interference with the ability of GCI's employees to perform their expected job duties is not tolerated.
GCI encourages reporting of incidents or concerns regarding discrimination to the Director of Human Resources, so that prompt and constructive action can be taken. There will be no retaliation or adverse action against an employee for raising an issue or complaint pursuant to this policy. The report will be investigated to determine what, if any, responsive action is necessary and appropriate. Any employee found responsible for an inappropriate or discriminatory act will be subject to disciplinary action, up to and including separation.
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Summary The Community and Events Coordinator provides administrative and event support to the Community and Events departments. This role helps plan and execute community programs, special events, and venue rentals while strengthening Guadalupe Centers’ visibility and engagement across the community.
Essential Duties and Responsibilities
Event Coordination and Support
Assist in planning, preparing, and executing community events, volunteer activities, and venue rentals.
Serve as on-site coordinator during evening or weekend events as needed.
Attend all Guadalupe Centers events (internal and external) to promote GCI and provide event support.
Support setup, breakdown, and coordination with vendors, volunteers, and internal teams.
Maintain event supply inventory and ensure materials are organized and ready for upcoming events.
Help track attendance, collect feedback, and document event outcomes.
Bookings and Administrative Support
Support the Community and Events Manager with venue bookings, inquiries, tours, and client communications.
Prepare rental contracts, confirm payments and deposits, and maintain accurate booking calendars.
Coordinate with catering, custodial, and facilities teams to ensure smooth event logistics.
Provide administrative support including scheduling, data entry, correspondence, and recordkeeping.
Assist in maintaining department files, vendor lists, and contact databases.
Community Engagement and Volunteer Support
Assist the Community Engagement & Volunteer Manager with volunteer recruitment, scheduling, and tracking hours.
Help promote volunteer and engagement opportunities through digital platforms and printed materials.
Support outreach activities such as community forums, fairs, and service initiatives.
Maintain accurate records of community participation and volunteer metrics.
Other
Collaborate with the Marketing team to help promote community events and volunteer opportunities.
Attend internal and cross-departmental meetings as assigned.
Perform other related duties as needed to support the Community Impact Department.
Qualification Requirements To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.
Qualifications
Associate degree or equivalent work experience required; Bachelor’s degree preferred.
2+ years of experience in event coordination, community engagement, or administrative support.
Must be available for evening and weekend events.
Strong organizational, multitasking, and time management skills.
Excellent written and verbal communication skills.
Bilingual (English/Spanish) strongly preferred.
Proficiency with Microsoft Office and/or Google Suite; experience with CRM or scheduling software preferred.
Reliable transportation required.
Physical Requirements While performing the duties of this job, the employee is regularly required to communicate with others, move, and sit frequently. The employee may also be required to lift or move objects of up to 20 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus. The physical demands described above are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.
Work Environment The usual and customary methods of performing the job functions require the following physical demands: occasional lifting, carrying, pushing, and/or pulling, some climbing and balancing, stooping, kneeling, crouching, and/or crawling, and significant fine finger dexterity. Generally, the job requires 80% sitting, 10% walking, and 10% standing. This job is performed in a generally clean and healthy environment.
Equal Opportunity Employer GCI is committed to a policy of equal opportunity for all employees and applicants for employment without regard to race, religion, color, creed, ancestry, age, sex, gender, national origin, marital status, pregnancy, citizenship, disability, genetic information, veteran status, service member status or any other category protected by federal, state or local law. Preventing discrimination is the responsibility of every employee in the way employees treat and interact with one another. Therefore, GCI expects all work relations to be business-like and professional, free of bias, prejudice, harassment and/or discrimination.
GCI's policy of Equal Opportunity extends to all conditions of employment including, but not limited to, recruitment, hiring, placement, training, compensation, discipline, transfers, separation, layoff, recall, leave of absence and promotion. GCI will not tolerate any discrimination in the workplace, and it is expected that any employee who believes they have been subjected to any practice that appears to be inconsistent with this policy will contact Human Resources. Improper interference with the ability of GCI's employees to perform their expected job duties is not tolerated.
GCI encourages reporting of incidents or concerns regarding discrimination to the Director of Human Resources, so that prompt and constructive action can be taken. There will be no retaliation or adverse action against an employee for raising an issue or complaint pursuant to this policy. The report will be investigated to determine what, if any, responsive action is necessary and appropriate. Any employee found responsible for an inappropriate or discriminatory act will be subject to disciplinary action, up to and including separation.
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