Special Events Assistant Operations Manager

City of Tuscaloosa; Tuscaloosa (AL); On-site; USD 48,000 - 68,000; Full time

Job summary

City of Tuscaloosa invites applications for a Special Events Operations support role to assist the Special Events Operations Manager in planning, organizing, and executing city-hosted events such as Druid City Arts Festival and Holidays on the Plaza.

The person will supervise event staff, coordinate with consultants and city departments, and ensure adherence to safety, legal, and budgetary requirements. A valid driver’s license and strong communication skills are essential.

Qualifications

• Bachelor’s degree or equivalent experience in events management or related field.
• Strong leadership and supervision abilities.
• Excellent written and verbal communication skills.

Responsibilities

• Assist Special Events Operations Manager with day-to-day administration, management, and development of city-hosted events or other events as assigned.
• Coordinate with consultants, third party vendors, subcontractors, and city staff to ensure event logistics are executed as planned and compliant with laws.
• Ensure venue or event complies with applicable local, state, and federal regulations.
• Assist in preparation of programming for city events.
• Act in the Manager’s absence and supervise operation and maintenance of city venues and special event spaces.
• Coordinate with renters, vendors, production agencies, and staff to ensure safe, efficient operations.

Skills

Leadership

Public relations

Verbal & written communication

Driver's license

Education

Bachelor’s degree in Public Relations, Marketing, Business Administration, Public Administration, or related field

Job description

The purpose of this classification is to assist the Special Events Operations Manager with managerial and administrative work functions associated with planning, developing, organizing, overseeing, and implementing activities and programming for city-hosted events. Coordinate, supervise and work with a group of event staff, city venues operations assistants, laborers and equipment operators performing operational tasks essential to city event operations. The job is to perform responsible work in the day-to-day operational management of all city hosted or assisted events, including but not limited to: Druid City Arts Festival, the Mayor’s Cup 5K, Live at the Plaza, Celebration on the River, and Holidays on the Plaza.

The following duties are normal for this classification. The omission of specific duties does not exclude them from the classification if the work is similar, related, or a logical assignment for this classification. Other duties may be required and assigned. Specific duties listed may not be required for all positions within this classification, but are determined by the normal requirements for the particular position.

Assists Special Events Operations Manager with day-to-day administration, management, and the development of city-hosted events or other events or venues as assigned or directed.

Acts as the Special Events Assistant Operations Manager overseeing day-to-day operational issues to include coordinating with consultants, third party vendors, subcontractors, and city staff to ensure logistics of events are executed according to plan and expectation of the city and/or client; ensures that the venue or event complies with the applicable local, state and federal regulations.

Assists in preparation of programming for city events.

Acts for the Special Events Operations Manager in their absence.

Coordinates and supervises the operation and maintenance functions of city venues and special event spaces.

Interviews and makes recommendations to hire for events positions.

Responsible for maintenance orders for technology equipment/infrastructure.

Monitors and evaluates progress of assigned staff. Provides feedback and sets goals for improvements. Enacts discipline per the city disciplinary code, when warranted.

Makes purchases for events. Ensures City and State regulations and policies are followed.

Supervises, trains, and assists staff assigned with the operations and maintenance of the city venues and special event spaces.

Coordinates with all employees at the assigned event site to ensure safe and efficient operation ofevents.

Responds to requests for information from employees, officials, tenants, contractors, and the public; serves as a liaison for event related matters and work effectively with all those involved.

May require working nights, holidays and/or weekends to support event operations outside normal business hours.

Assist in management of Special Event Permits, park operations, commemorative lighting request, and processing Arts & Entertainment District applications and sticker distribution.

Assists in command of emergency situations, or in the absence of the Special Events Operations Manager may be in command.

Assists in the marketing and community development of city events.

Monitors the renters, vendors and the production agencies operating at city events and their compliance with the rules and regulations, minimum standards, and services to the public.

Performs and/or oversees preventative maintenance tasks, specifically: maintaining the venue facilities, ground, fixtures, furniture, and equipment.

Coordinates with other city departments and crews as needed as it relates to the maintenance and operations of city events.

Formulates a work plan to accomplish assigned tasks efficiently and safely based on available personnel and equipment; assigns tasks to crews and workers; obtains equipment, tools and materials required for the project, event operations and maintenance.

Oversees the inspection and maintenance of all Special Event vehicles and equipment to ensure safe and proper operating condition; inventories equipment, materials, and supplies; ensures tools and equipment remain clean and in good working order.

Inspects individuals work and assigned project upon completion to ensure standards are met.

Inspects work sites and ensures use of safety equipment; observes condition of workers health and welfare.

Transports, loads, and unloads various equipment and materials used in projects.

Prepares and/or receives forms, reports, work orders and documentation; completes processes and/or forward; maintains records; request quotes and provides project information. Maintains inventory and related files; requests/orders needed materials; prepares budget recommendations.

Communicates via telephone and/or with two-way radio; provides information; takes and relays messages; responds to requests for service, after hour emergencies and call-outs.

Practical knowledge and experience in general event operations.

Must execute assignments and responsibilities without direct supervision.

Possess effective public relation skills and have excellent verbal and written communication skills.

Must show leadership qualities in aiding and training of others.

Must accomplish the essential functions of the job, with or without reasonable accommodations in a timely manner.

Performs other related duties as required.

Bachelor’s degree in Public Relations, Marketing, Business Administration, Public Administration, or related field preferred or minimum of three (3) years of progressively responsible experience in event management with a thorough knowledge of the laws, rules and regulations relating to the operation, security and safety of the venue and related projects. Must possess and maintain a valid driver’s license.

The following requirements are normal for this classification. Specific requirements may not apply to all positions within this classification, but are determined by the normal requirements for the particular position.

PHYSICAL REQUIREMENTS: Must be able to operate a variety of automated office equipment including computer, printer, calculator, copy and facsimile machines, telephone, tape recorder, two-way radio and motor vehicles. Physical demand requirements are at levels of those for light work.

DATA COMPREHENSION: Requires the ability to compare and/or judge the readily observable functional, structural, or compositional characteristics (whether similar to or divergent from obvious standards) of data, people, or things which may include legal documents, reference materials, manuals, charts, maps, photographs, blueprints/drawings, guidelines and regulations.

INTERPERSONAL COMMUNICATION: Requires the ability to speak with and/or signal people to convey or exchange technical, financial and personnel related information including giving/receiving assignments and/or directions to/from co-workers, assistants, managers, or supervisors as well as communicating with elected officials and the general public.

LANGUAGE ABILITY: Requires ability to read a variety of technical, financial, informational, and legal documentation, directions, instructions, and methods and procedures. Requires the ability to write job related documentation and reports with proper format, punctuation, spelling and grammar, using all parts of speech. Requires the ability to speak with and before others with poise, voice control, and confidence using correct English and well-modulated voice such as during public speaking situations, before council committees and prospective tenants.

INTELLIGENCE: Requires the ability to learn and understand relatively complex financial, technical and personnel related principles and techniques, to understand departmental policies and procedures, to make independent judgments in absence of supervision, and to acquire and be able to expound on knowledge of topics related to primary occupation.

VERBAL APTITUDE: Requires the ability to record and deliver information, such as in a public speaking situation, to explain procedures, and to follow verbal and written instructions.

NUMERICAL APTITUDE: Requires the ability to add and subtract, multiply and divide, calculate decimals and percentages, determine time and interpret statistical data.

FORM/SPATIAL APTITUDE: Requires the ability to visually inspect items for proper length, width, and shape using job related equipment that may include standard measuring and recording devices.

MOTOR COORDINATION: Requires the ability to coordinate hands and eyes in using automated office equipment and in using motor vehicles.

MANUAL DEXTERITY: Requires the ability to handle a variety of items, office equipment, tape recorder, two-way radio, motor vehicles, etc. Must have the ability to use one hand for twisting motion or turning motion while coordinating other hand with different activities. Must have average levels of eye/hand/foot coordination.

COLOR DIFFERENTIATION: Requires the ability to discern color.

INTERPERSONAL TEMPERMENT: Requires the ability to deal with and relate to people beyond giving and receiving instructions. Must be able to adapt to and perform under moderate stress when confronted with an emergency.

PHYSICAL COMMUNICATION: Requires the ability to talk, express or exchange ideas by means of spoken words and/or hear and perceive nature of sounds by ear.