Competitive Classes Specialist

Salary Range:$22.00 To $22.00 Hourly

Position Overview:

Support the operation of the Competitive Classes area of the Flower Show, including committee and exhibitor support. Work with committee members, exhibitors, and volunteers. Provide full range of exhibitor support, including administering the application process. Provide record-keeping on the Flower Show Data Base (FSDB). Work closely with the Hort data specialist to understand and document the Hort process, points system, management of FSDB, and Exhibitor’s Guide creation. 

Primary Responsibilities:

Work with Committee members to support the creation of the class descriptions.

Manage exhibitor application data process for competitive classes of the Philadelphia Flower Show 

Create Formstack applications, exhibitor forms, and committee portals.

Distribute notifications and support Design exhibitor meetings.

Enter exhibitor information into FSDB.

Create exhibitor reports and distribute to committee chairs.

Support the Awards process: create donor award letters, confirm awards to be published in the Exhibitor Guide, order corresponding awards, work with creative services to create awards to be presented at the awards event at the Show, process awards post show for engraving, distribute engraved awards, repack historical awards, bill donors for award costs. 

Support Judging process: manage judges’ data bases provided by judging chairs, create judging packets, print judges’ name tags, print judging forms.

Support judges’ activities chairs: create/manage Formstack registration process, print reports, create name tags for events.

Support Flower Show Ambassador program: serve as primary contact, manage database, update presentation.

Manage the Competitive Classes Committee and Flower Show Ambassador Sharepoint pages: upload current documents, add meeting dates and times, assist members with registration.

Support Competitive Classes workshops by managing registrations, preparing materials for PHS and for speakers, and attending workshops.

Support event planning for the Judges Hospitality, Exhibitors and Awards lunch at the Show, and other events for the department.

Learn, document, and support Flower Show Points System/Exhibitor Guide. 

Provide excellent customer service by monitoring and responding to the Competitive Classes inbox, answering questions about entering the Show and referring to other departments when necessary.

Work with Competitive Class exhibitors (old and new), answer phone or emailed questions about the entry process, talk them through entering online, solve problems, and refer them to other sources (e.g., the Committee chairs) for further information.

Qualifications/Specifications:

Minimum degree required: Bachelor’s degree preferred but not required or similar work-related experience in data base systems or volunteer management.

Years of experience: Experience in editorial or database systems preferred 

Licenses/Certifications: N/A

Driver’s License: Yes 

Knowledges, Skills, Abilities required for success:

Ability to work in fast-paced multi-event environment.

Experience with data organization, editing, publications, people skills, writing (instructions, manuals, user guides).

Experience in administration, people management, and problem solving.

Experience with creating Excel spreadsheets and manipulating data; mail-merge experience a plus.

Knowledge of databases (prefer Raiser’s Edge) and scheduling software.

Some knowledge of horticultural terms and spelling of botanical names (helpful but not mandatory).

Ability to conduct online research.

Ability to independently produce reports and presentations using in-house technology.

Ability to organize data in graphic and comprehensible form.

Physical Demands:
Must be able to work at a desk for up to 6 hours per day. Walking and standing are required the rest of the working day. This may include traveling to and from meetings. Length of time of these tasks may vary from day to day and task to task. Must be able to lift up to 15 lbs. occasionally.

Standard Hours (including travel, evening, and weekend hours): 
Business hours or work remotely for normal office activities. Expect to work evening and weekend hours during the Flower Show (setup, Show times, teardown) and other special events.

Flower Show requirements:

Work long days in crowded office spaces and on the Show floor; lots of walking. Expect last-minute requests and various crises that need quick thinking to resolve.

Oversee Flower Show entry process and track all in FSDB prior to the Show.

Provide necessary training (e.g., a manual/user’s guide) to volunteers who use FSDB to assist in the entry process at PHS prior to and during the Show.

Work under pressure, manage multiple projects from a variety of staff and volunteers.

EEO NOTICE: 
At PHS, we value a diverse, inclusive workforce and we provide equal employment opportunity for all applicants and employees. All qualified applicants for employment will be considered without regard to an individual’s race, color, sex, gender identity, gender expression, religion, age, national origin or ancestry, citizenship, physical or mental disability, medical condition, family care status, marital status, domestic partner status, sexual orientation, genetic information, military or veteran status, or any other basis protected by federal, state or local laws.   

The work of the Greater Philadelphia Cultural Alliance is made possible through the generous support of committed individuals and institutions.