Copy of ACE Event Captain

Job Description

Job Description:\n\nDescription:ACE Event Captain Department: Achievement and Commitment to Excellence (ACE) ProgramsReports To: Event Production ManagerFLSA Status: Non-ExemptEmployment Type: [Part-Time/On-Call/Temporary]Work Location: Various school sites and event venues throughout Los Angeles CountySchedule: Variable schedule based on event needs; may include early mornings, evenings, weekends, extended hours, and multi-day programsPay Range: $[Minimum]–$[Maximum] per hour About EduCare Foundation EduCare Foundation is a nonprofit educational organization that provides high-quality, heart-centered student success and expanded learning programs. Our mission is to inspire and empower young people to become responsible citizens, compassionate leaders, and successful learners. Position Summary The ACE Event Captain provides on-site operational and logistical support for Achievement and Commitment to Excellence (ACE) workshops, programs, and special events held at school sites and other venues throughout Los Angeles County. Under the direction of the Event Production Manager, the ACE Event Captain helps prepare event spaces, organize supplies and equipment, support facilitators, welcome participants, monitor the event schedule, coordinate attendance and food distribution, assist with transitions, and complete event breakdown and post-event reporting. The position requires strong organization, time management, adaptability, customer service, and teamwork. Event Captains must be able to respond calmly to last-minute changes and help ensure that each event is delivered safely, professionally, and according to the established agenda.Essential Duties and ResponsibilitiesPre-Event PreparationReview event assignments, schedules, agendas, program information sheets, school maps, logistics spreadsheets, checklists, and preparation instructions before each event.Communicate with the Event Production Manager, Program Manager, facilitators, logistics employees, and other assigned team members regarding event requirements.Confirm the event location, reporting time, parking or entry instructions, room assignments, anticipated attendance, supplies, equipment, food arrangements, and other logistical details.Identify missing, incomplete, or unclear information and request clarification before the event.Become familiar with the applicable workshop or program agenda and the Event Captain’s responsibilities for each portion of the event.Prepare required forms, attendance materials, signage, supplies, communication tools, and other assigned event resources.Notify the Event Production Manager promptly of any anticipated scheduling, transportation, or attendance concerns.Event Setup and ReadinessArrive at the assigned school site or venue on time and prepared to begin work.Follow applicable school-site or venue check-in and security procedures.Confirm that assigned rooms and event spaces are open, accessible, safe, and ready for setup.Check in with the designated school, venue, or client representative regarding any event-day updates or changes.Assist with unloading, transporting, organizing, and staging program supplies and equipment.Arrange tables, chairs, facilitator materials, food stations, registration areas, audiovisual equipment, signage, and other event resources according to the event plan.Complete the Event Captain checklist and confirm that required materials and equipment are in place before participants arrive.Test or assist with testing audiovisual and presentation equipment.Report missing, damaged, unsafe, or malfunctioning equipment promptly to the appropriate logistics employee and Event Production Manager.Help ensure that event spaces are organized, welcoming, professional, and ready for students, school employees, facilitators, and other participants.Event OperationsServe as the primary on-site operational contact for assigned ACE workshops, programs, or events.Welcome and direct students, school employees, facilitators, guests, vendors, and other participants.Review the event agenda with facilitators and assigned employees before the program begins.Monitor the event schedule and help keep activities, breaks, meals, transitions, and closing activities on time.Anticipate facilitator and participant needs and provide timely operational support.Prepare materials and spaces for indoor and outdoor activities.Assist facilitators with supplies, equipment, room arrangements, participant movement, and other program needs.Support orderly participant transitions between activities, rooms, meals, breaks, and other scheduled portions of the event.Help maintain an organized, respectful, inclusive, and engaging event environment.Communicate schedule changes, logistical issues, safety concerns, or participant needs to the appropriate team members.Respond calmly and professionally to last-minute changes, delays, missing materials, room changes, equipment issues, or other unexpected circumstances.Support multiple event functions as assigned to help ensure successful program delivery.Attendance and Participant SupportCollect, verify, maintain, and submit participant attendance information accurately.Support student check-in, registration, group assignments, and other attendance procedures.Maintain the confidentiality of student, participant, school, and organizational information.Help guide participants to assigned rooms, activities, meals, breaks, and departure areas.Assist with maintaining appropriate student supervision and participant flow.Reinforce event expectations and refer significant participant behavior concerns to the appropriate facilitator, school representative, or program manager.Maintain appropriate professional boundaries with students and follow all youth-protection requirements.Fulfill all mandated-reporter responsibilities.Promptly report student safety, welfare, behavioral, or other serious concerns through the appropriate channels.Food and Refreshment CoordinationConfirm food, beverage, snack, and meal requirements for the assigned event.Assist with receiving, organizing, setting up, and distributing food and refreshments.Help ensure food is distributed according to the event agenda and applicable participant information.Maintain clean and orderly food-service areas.Communicate missing, delayed, incorrect, or insufficient food orders to the appropriate employee promptly.Follow applicable food-handling, safety, allergy-awareness, and sanitation procedures.Assist with the appropriate disposal or storage of remaining food and supplies.Event Breakdown and CloseoutAssist with cleaning, resetting, and restoring event spaces after the program.Collect, organize, and account for program materials, supplies, signage, and equipment.Inspect supplies and equipment for damage or missing items.Report damaged, missing, or malfunctioning items promptly.Assist with loading supplies and equipment into EduCare vehicles or designated storage areas.Confirm that event rooms and common areas have been left clean and orderly.Participate in a post-event debrief with facilitators and assigned team members.Document and submit event notes, attendance records, completed checklists, incident information, supply concerns, and other required documentation before clocking out or by the established deadline.Recommend operational improvements based on event observations and participant or facilitator feedback.Communication and Customer ServiceCommunicate respectfully and professionally with students, families, school administrators, teachers, school employees, facilitators, vendors, community partners, venue employees, and EduCare colleagues.Respond promptly and professionally to requests for information or operational assistance.Provide clear updates regarding event preparation, schedules, supplies, attendance, and logistical concerns.Listen carefully, ask clarifying questions, and communicate changes to affected team members.Help address routine client or participant concerns and elevate significant concerns to the Event Production Manager or Program Manager.Maintain positive and productive relationships with designated school, venue, vendor, and client contacts.Represent EduCare Foundation professionally at all assigned events, meetings, and locations.Maintain appropriate confidentiality when handling participant, school, employee, vendor, or organizational information.Safety and Risk ManagementFollow all EduCare Foundation, school-site, venue, district, and program safety and emergency procedures.Inspect event areas, walkways, equipment, supplies, food-service areas, and activity spaces for potential hazards.Take appropriate action within the scope of the position when a safety concern is identified.Report injuries, incidents, suspected abuse or neglect, unsafe conditions, damaged equipment, and other serious concerns immediately through the appropriate channels.Complete incident reports and other required safety documentation accurately and promptly.Participate in required emergency drills, risk-management training, and safety training.Use audiovisual equipment, carts, tables, chairs, supplies, and other event materials safely.Use appropriate lifting and material-handling practices and request assistance when an item cannot be moved safely.Follow applicable student-supervision, emergency-response, participant-release, and youth-protection requirements.Additional ResponsibilitiesAttend required meetings, orientations, training, and professional-development activities.Accurately record working time using EduCare Foundation’s designated timekeeping system.Follow scheduling, meal-period, rest-period, attendance, and timekeeping requirements.Maintain assigned identification, clothing, equipment, keys, supplies, or communication devices.Support ACE workshops, single-day events, multi-day programs, and other organizational activities as assigned.Perform other related duties and projects as assigned.Supervisory Responsibilities This position does not have formal supervisory responsibilities. The ACE Event Captain may coordinate event-day assignments, communicate schedules, provide operational direction, and help organize the work of assigned support employees, facilitators, volunteers, vendors, or other event participants. These responsibilities are limited to event coordination and do not include independent authority concerning hiring, formal discipline, performance evaluations, compensation, leave, suspension, or termination. Employee-relations, performance, or conduct concerns must be elevated to the Event Production Manager and Human Resources.Required QualificationsEducation and ExperienceHigh school diploma or GED.At least one year of experience supporting events, programs, hospitality operations, school activities, youth programs, nonprofit programs, customer service, logistics, or a related function.Experience working effectively as part of a team.Experience supporting students or school-based programs is preferred.Equivalent combinations of relevant education and experience may be considered.Knowledge, Skills, and AbilitiesStrong event coordination, organizational, and time-management skills.Ability to review an event plan and carry out assigned responsibilities accurately.Ability to prioritize multiple assignments and meet time-sensitive deadlines.Ability to remain calm, flexible, and solution-oriented when plans change.Strong attention to detail and consistent follow-through.Strong customer-service and interpersonal skills.Ability to communicate clearly and professionally in person, by telephone, and electronically.Ability to interact effectively with students, school personnel, facilitators, vendors, clients, and colleagues.Ability to provide operational direction and coordinate individuals who are not direct reports.Ability to work independently while contributing to a collaborative event team.Ability to follow written, verbal, diagrammed, and procedural instructions.Sound judgment and the ability to involve the appropriate employees in decisions.Ability to identify operational or safety concerns and communicate them promptly.Ability to maintain accurate attendance, inventory, checklist, and event records.Ability to maintain confidentiality and appropriate professional boundaries.Ability to accept and apply feedback.Ability to use event supplies, audiovisual equipment, carts, and other materials safely.Proficiency with email, internet applications, Microsoft Office, Google Workspace, shared drives, spreadsheets, timekeeping systems, and online collaboration tools.Ability to learn and use additional technology required by EduCare Foundation, a school, or an event venue.Dependability, punctuality, professionalism, adaptability, initiative, integrity, and a positive attitude.Preferred QualificationsExperience supporting ACE programs, educational workshops, conferences, youth-development activities, or school events.Experience with event setup, breakdown, participant registration, attendance, food coordination, or audiovisual equipment.Experience working in a nonprofit or educational organization.Experience working with middle- or high-school students.Experience with inventory, supply coordination, warehouse operations, or data entry.Current First Aid and CPR certification.Bilingual proficiency in English and Spanish or another language relevant to participating school communities.Additional Employment RequirementsSuccessfully complete the required Live Scan background-clearance process before beginning employment.Provide TB clearance that meets EduCare Foundation’s current requirements.Obtain and maintain First Aid and CPR certification within 90 days of employment unless an earlier deadline applies.Complete all required organizational, school, district, safety, compliance, mandated-reporter, risk-management, harassment-prevention, and professional-development training.Be available to work a variable schedule based on event assignments.Be available for occasional early-morning, evening, weekend, extended-hour, and multi-day assignments.Be willing and able to travel to school sites, venues, meetings, training, and other locations throughout Los Angeles County.Maintain reliable transportation or another reliable means of reaching assigned work locations.Maintain a valid driver’s license and an acceptable driving record when driving is an assigned essential function.Understand that the availability, location, duration, and frequency of event assignments may vary based on contracts, funding, school calendars, program schedules, and operational needs.Understand that assignment to a particular event, school, venue, schedule, or number of hours is not guaranteed.Physical Requirements While performing the essential duties of this position, the employee may be required to:Stand, walk, sit, bend, reach, kneel, crouch, climb, balance, and move throughout school sites and event venues.Remain standing or walking for extended periods.Move frequently bet