Civic Center Events Operations Manager

PURPOSE OF THE CLASSIFICATION:   

The Events & Operations Manager at the Muskogee Civic Center is responsible for providing professional client service and support in the planning organization, and management of events within the facility, and monitors the logistics of these events. The Events & Operations Manager directly manages all tasks from the time the events are scheduled through the conclusion of the event; serving as the primary contact for communication with clients and internal departments when necessary. Hires, trains, and supervises full-time, part-time, and temporary staff providing direction and daily tasks to meet the needs of the facility and events.

ESSENTIAL TASKS:

• Ensures successful event coordination activities by monitoring the status of all assigned event advances and maintains close contact with clients, vendors, and staff to ensure a high level of service.
• Coordinates the operation of Civic Center facility and concession operations and administers a diversified event programming to meet the needs of the community.
• Management and oversight of schedule of events to ensure maximum use of the facilities and avoid conflicts with multiple user groups and traffic in and out of the facility. Verify that event spaces have been set accurately to clients specifications.
• Serves as primary management liaison between clients and internal departments as needed.
• Assists in managing events in the facility, maintaining close contact with clients and venue staff to ensure successful events; follows up on all client requests, concerns, and issues during the event to ensure resolution.
• Assists with annual operations and event budget. Reviews current and past expenses and revenue. Forecasts annual expenses, revenues and trends. Assists in developing short and long-term capital improvement plans including design and cost estimates.
• Organizes, schedules, supervises and evaluates employees; assigns priorities and work; trains and instructs staff personnel; coordinates activities and acts on employee problems; recruits, interviews and recommends staff selections.
• Reviews and approves employee time and attendance, as necessary.
• Develops and recommends policies and procedures for programs and events including but not limited to work rules, fees/charges, hours of operation, contract services, etc.
• Evaluates programs and activities to determine if they are meeting their objectives; promotes and stimulates good relations with neighborhood and community groups and organizations locally, regionally and statewide.
• Prepares event cost estimates and monitors final billing.  Collects fees and responsible for oversight of all fiscal operations. Ensures money handling and purchasing procedures are in compliance with City policies and procedures.
• Inspects facilities, equipment and program activities for safety and cleanliness.
• Recruits and enlists volunteers and support staff for programs and community events.
• Maintains event-related information, documents, and files for archival purposes an historical data.
• Ensures compliance with City policies and procedures.
• Supervises and participates in the daily maintenance and cleaning of facility.
• Attends staff and client meetings; develops and maintains a harmonious working relationship with clients, external vendors, third party contractors, internal departments, and other stakeholders of events.
• Operates office equipment such as fax machines, copiers and phone systems, and uses computer for spreadsheets, word processing, database management and other applications; learns to operate new office technologies as they are developed and implemented.
• Maintains a professional image, generates positive public relations, and provides excellent customer service to clients, guests, and staff working in the facility.
• Markets and promotes the complex, its facilities and events to appropriate audiences utilizing mass media, social media, press releases, direct mail, flyers, newsletters, website, etc.
• Assists in developing marketing plans in an effort to generate revenue and provide added value to the event and/or promoter.
• Markets event offerings to positively impact visitation, related revenues and the complex's image.
• Assist in the creation and implementation of detailed media budgets, settlement reconciliations, and recap summaries for facility events.
• Performs other work as necessary and or as assigned.
• Must report to work on a regular and timely basis.

The duties listed above are intended only as illustrations of the various types of work that may be performed.  The omission of specific statements of duties does not exclude them from the position. 

REPORTING RELATIONSHIPS:

The Civic Center Events & Operations Manager reports directly to the Director of Tourism and Exposition.

The Civic Center Events & Operations Manager supervises full-time, part-time, temporary and volunteer staff scheduled to assist with events and facility operations.

QUALIFICATIONS:

Training and Experience: Graduation from an accredited college or university with a bachelor's degree in marketing, public relations, business, communications, tourism, hospitality, event management or other related field and at least three (3) years of increasingly responsible experience in sales and/or marketing and at least two (2) years of experience coordinating special events, or an equivalent combination of training and experience.

Knowledge, Abilities and Skills:  Strong written, verbal, and interpersonal skills; strong leadership skills, creative and proactive problem solver; detail oriented with excellent organizational skills; strong understanding of social media, web-based advertising and website maintenance; must be a committed, organized user of social media tools, with an understanding of how to drive programs through digital media, manage database marketing to reach new customers. Strong computer skills required including Microsoft Office applications and word processing, as well as database management, graphic design, adobe photoshop, powerpoint, etc. Ability to organize and juggle many tasks within time constraint. Ability to train and lead subordinates in event management; ability to understand and influence the behavior of others within the organization, customers or the public in order to achieve job objectives and cause action or understanding.

Physical Requirements:  The physical requirements described here are representative of those that must be met by an employee to successfully perform the essential functions of this job in compliance with the Americans with Disabilities Act (ADA) requirements. On a case-by-case basis, reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Physical requirements include frequent walking, and standing; frequent lifting of over fifty (50) pounds; occasional carrying of objects weighing over fifty (50) pounds; constant reaching and handling; occasional balancing, stooping, kneeling, crawling and climbing; vision, speech and hearing sufficient to perform essential tasks. Punctuality and reasonable attendance is essential. Must submit to drug screening and fitness to work physical exam.

Licenses and Certificates:  Possession of a valid Oklahoma Class D driver’s license is required.

WORKING ENVIRONMENT:  Work in this classification is primarily indoors. Will travel to other City locations as required. Requires ability to work nights, weekends, holidays and irregular hours.

WORK HOURS: Work a flexible schedule including days, evenings, weekends, holidays, and extended (long) work days. Requires ability to work nights, weekends, holidays and irregular hours.