Special Events Program Manager

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Class Title

Special Events Program Manager

Class Code

5965

Salary

$82,908.80 - $108,617.60 Annually

• Definition

• Benefits

Classification Description Summary

Under general direction, directs, manages, supervises, and coordinates the activities and operations of all City sponsored major and minor special events; manages and evaluates the activities, budget, facilities, equipment, contractors, and volunteers for all qualifying special events within the City; represents the City on a number of special projects both directly related and non-related to City operations; serves as a liaison with a variety of civic, public, and governmental groups; coordinates assigned activities with other divisions, departments, and outside agencies; and performs a variety of administrative tasks in support of assigned area of responsibility.

Essential Functions

The following duties are typical for this classification. Incumbents may not perform all of the listed duties and/or may be required to perform additional or different duties from those set forth below to address business needs and changing business practices.

Assume management responsibility for the activities and operations of all City sponsored major and minor special events including signature City sponsored special events; oversee compliance with all applicable laws, policies, procedures, rules and regulations including those set forth by the City, State, and the District Health Department.

Monitor and evaluate the efficiency and effectiveness of service delivery methods and procedures; recommend, within policy, appropriate service and staffing levels.

Plan, direct, coordinate and review the work plan for contract and assigned City staff; assign work activities, projects, and programs; review and evaluate work products, methods, and procedures; meet with staff to identify and resolve problems.

Coordinate, direct, and oversee both contract and City staff who are designated to work on special events.

Negotiate, administer, and approve all special events expenditures and contracts.

Recommend, develop, and implement short and long term goals and objectives for City special events; research and develop new funding and revenue sources.

Gather community input through meetings, surveys, and other methods when working with new major events and when evaluating existing major events.

Confer with citizens, downtown business groups, City departments, outside agencies, elected officials, and other groups about the design, planning, production and promotion of special events; recruit community and organizational support for special events.

Oversee and participate in the development and administration of the annual budget and special events budgets; participate in the forecast of funds needed for staffing, equipment, materials, and supplies; monitor and approve expenditures; implement adjustments.

Oversee the permitting, licensing, and regulation of outside organizations and promoters producing events, including film shoots.

Provide production assistance and coordination of City services for sponsored, co-sponsored, non-city sponsored, or fee-paid events on public properties and rights-of-way.

Work with event promoters on marketing and promotion of major special events that may include public relations, advertising, and direct marketing.

Maintain adequate inventory of special events materials including signs, barricades, and other necessary promotion or safety items.

Serve as liaison for special events activities and operations with other divisions, departments, and outside agencies; negotiate and resolve sensitive and controversial issues.

Attend and participate in professional group meetings; stay abreast of new trends and innovations in the field of special events; research and forecast trends in the amusement, entertainment, and leisure services industry.

Respond to and resolve difficult and sensitive citizen inquiries and complaints.

Perform related duties as required.

Minimum Qualifications

The following generally describes the knowledge and ability required to enter the job and/or be learned within a short period of time in order to successfully perform the assigned duties.

Knowledge of:

Operational characteristics, services, and activities of a special events program.

Trends in the amusement, entertainment and leisure services industry

Principles and practices of program development and administration.

Financial accountability and management of all levels of special events

Types and amounts of special events materials and safety devices needed for different levels of special events

Problem solving and alternative selection options and consequences

Equal access to public special events.

Marketing techniques for special events.

Principles and practices of municipal budget preparation and administration

Principles and practices of contract negotiation, preparation and monitoring.

Principles and applications of critical thinking and analysis.

Methods and techniques of public relations.

Office procedures, methods, and equipment including computers and applicable software applications such as word processing, spreadsheets, and databases.

Principles of business letter writing and report preparation

Principles of supervision and training.

Recent developments, research methods, current literature, and sources of information related to assigned programs and service areas.

Pertinent federal, state and local laws, codes and regulations.

Ability to:

Oversee and manage special event programs.

Manage a fast-paced special events program environment.

Oversee, direct, and coordinate the work of contract and City staff.

Participate in the development and administration of program goals, objectives, and procedures.

Interpret, explain and apply City policies and applicable laws, regulations, and rules

Identify and respond to sensitive community and organizational issues, concerns, and needs.

Make public presentations and promote City special events.

Understand the organization and operation of the City, assigned program, and of outside agencies as necessary to assume assigned responsibilities.

Understand, interpret, and apply administrative and departmental policies and procedures as well as pertinent federal, state, and local laws, codes, and regulations.

Properly interpret, ensure compliance with, and make recommendations in accordance with laws, regulations and policies.

Identify and respond to community and organizational issues, concerns, and needs.

Coordinate multiple projects and meet critical deadlines.

Organize and prioritize timelines and project schedules in an effective and timely manner.

Research, negotiate, manage, and monitor contracts and agreements.

Participate in the development and administration of programs goals, objectives, and procedures

Prepare, analyze, and administer program and events budgets.

Prepare clear and concise administrative and financial reports

Analyze problems, identify alternative solutions, project consequences of proposed actions and implement recommendations in support of goals

Research, analyze, and evaluate new event delivery methods and techniques

Operate office equipment including computers and supporting word processing, spreadsheet, and database applications.

Work in a team based environment to achieve common goals.

Coordinate multiple projects and complex tasks simultaneously.

Meet the physical requirements to safely and effectively perform the assigned duties.

Communicate clearly and concisely, both orally and in writing.

Establish and maintain effective working relationships with those contacted in the course of work.

Education and Experience Guidelines - Any combination of education and experience that would likely provide the required knowledge and abilities is qualifying. A typical way to obtain the knowledge and abilities would be:

Education/Training:

A Bachelor's degree from an accredited college or university with major course work in tourism/recreation administration, marketing, business administration, or a related field with a specialization in event management preferred. A Masters Degree is preferred.

Experience:

Five years of increasingly responsible experience planning, organizing, and overseeing large special events.

License or Certificate:

Possession of an appropriate, valid driver's license.

Possession of Certified Festival & Event Executive status is desirable.

Supplemental Information

PHYSICAL DEMANDS AND WORKING ENVIRONMENT

The conditions herein 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 the essential job functions.

Environment: Work is performed primarily in a standard office environment with some travel to different sites and locations; incumbents may be required to work extended hours including evenings and weekends and may be required to travel outside City boundaries to attend meetings.

Physical: Primary functions require sufficient physical ability and mobility to work in an office setting; to stand or sit for prolonged periods of time; to occasionally stoop, bend, kneel, crouch, reach, and twist; to lift, carry, push, and/or pull light to moderate amounts of weight; to operate office equipment requiring repetitive hand movement and fine coordination including use of a computer keyboard; to travel to other locations using various modes of private and commercial transportation; and to verbally communicate to exchange information.

Other Requirements

Mid-Management

B29

JD 11/2018

Last updated: 3/4/2019

Please use this Health and Welfare Benefit Link (http://www.reno.gov/government/departments/human-resources/benefits) to learn more about the City of Reno's great employee benefit plans and wellness programs.

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