Special Events & Projects Supervisor

City of Encinitas•Encinitas, CA

About The Position

The Special Events and Projects Supervisor is responsible for planning, developing, organizing, implementing, and monitoring city-wide special events and various special projects in recreation. This role involves supervising staff, programs, and services, developing community partnerships, institutionalizing and maintaining a department sponsorship campaign, developing and overseeing the department marketing plan, and serving as a liaison for Council-appointed Commissions/Committees.

Requirements

Bachelor's Degree in Recreation Programming and Leadership, or a related field
Three (3) years of progressive experience in the field of recreation, special event planning and marketing
An equivalent combination of education and experience sufficient to successfully perform the essential duties of the position
Public sector experience preferred
Ability to negotiate and monitor contracts with vendors, event producers and entertainers
Ability to monitor and evaluate employees, volunteers and contract vendors
Ability to work independently and follow through on assignments with minimal direction
Ability to establish and maintain cooperative working relationships with community members, City officials, service contractors, employees and volunteers
Ability to prioritize and assign work
Ability to use a computer and related software applications
Ability to maintain records
Ability to exercise good judgment, flexibility, creativity, and sensitivity in response to changing situations
Ability to oversee recreation facilities and equipment
Ability to plan, develop, schedule, supervise, and manage events
Ability to generate sponsorships and donations
Ability to evaluate program, event and project effectiveness
Ability to conduct needs assessments
Ability to prepare and give oral presentations
Ability to work with and interface with a variety of different age groups, interests and cultural backgrounds
Ability to prepare and maintain records and reports
Ability to develop and administer budgets
Ability to interpret and explain policies and procedures
Ability to operate a motor vehicle
Communication, interpersonal skills as applied to interaction with coworkers, supervisor, the general public, etc. sufficient to exchange or convey information and to receive work direction
Knowledge in recreation program planning, administration, and supervision principles and practices
Knowledge in principles and practices of special event planning
Knowledge in sponsorship development
Knowledge in public relations principles
Knowledge in cutting edge marketing theories, principles, techniques and practices
Knowledge in budgeting principles
Knowledge in first aid methods, practices, and safety precautions
Knowledge in office administration practices
Knowledge in recordkeeping practices and principles
Knowledge in applicable age-appropriate activities, programs, and materials
Knowledge in principles in focused area of expertise

Responsibilities

Supervises temporary, seasonal, contract employees and volunteers to include: prioritizing and assigning work; conducting performance evaluations; ensuring staff is trained; and making hiring, termination and disciplinary recommendations.
Plans, develops, organizes, implements, conducts, and monitors city-wide special events, recreation service programs and special projects in recreation while maintaining the pulse of the community's values and needs.
Develops, implements and oversees the success of department marketing plan, utilizing cutting edge marketing strategies, including department website management, e-notification, department social media, outreach and promotional opportunities.
Prepares and supervises the design, preparation, and distribution of recreation publicity, including promotional materials, program evaluations, correspondence, tracking methods and reports.
Works closely and coordinates with the citywide communication plan and efforts.
Serves as a liaison with school districts, community agencies, and municipal organizations; Services as a liaison to the Sister City Program and Youth Commission; may serve as staff liaison for other City Council appointed Commissions/Committees.
Develops and monitors plan to promote trails and open space opportunities.
Develops and maintains department sponsorship campaign, including policies and procedures for sponsorships; generates sponsorships for special events, including materials, equipment, and prizes for events.
Prepares concise, accurate written program and project evaluations, correspondence and written reports.
Prepares and conducts oral presentations at special events, community group meetings, and City Council and/or Commission meetings.
Develops and administers contracts with external vendors, service providers, and contract employees; maintain close contact with public and private agencies having related responsibilities for event implementation; monitors contract compliance.
Supervises and coordinates facility reservations; and maintains facility use agreements; schedules and inspects program facilities.
Participates in departmental meetings; assists in developing and implementing departmental goals, objectives, policies, and procedures.
Develops and administers assigned special events, marketing and special project budgets; monitors expenditures and prepares related budget reports; develops, researches, and recommends program expenditures.
Conducts research related to community needs and programs and prepares related reports; conducts needs assessments and community surveys; evaluates programs.
Maintains and reviews records for assigned program and project areas.
Supervises personnel to operate and conduct special events.
Manages multiple and complex budgets and handles larger scope of revenues, deposits and expenditures.
Prepares staff reports for City Council agendas.
Performs unique administration of operations such as Registration Software and graphics such as Adobe Acrobat Series and the Department Parks & Recreation Guide Brochure.
Serves as Department Marketing Administrator, maintaining responsibilities with press releases, city website updates, e-notifications, social media, etc.
Manages complex projects and programs simultaneously.
Performs other duties of a similar nature or level.