Description

The City of Overland Park has a full-time Events Supervisor (Arboretum) position available in the Parks and Recreation Department.

SUMMARY:

The Events Supervisor will serve within a management team at the Overland Park Arboretum & Botanical Gardens. Serves as the direct supervisor for events and large rentals for the Arboretum & Botanical Gardens and LongHouse Visitor Center. Participates in the planning and development of events and programs. Plans, develops and coordinates marketing and public relations for the Arboretum events and programs, in conjunction with the Arts and Recreation Foundation of Overland Park (ARFOP) marketing committee and the City of Overland Park Marketing team. Coordinates event management with City, community partners and private rentals.

RESPONSIBILITIES:

• Coordinates events and large rentals for the Arboretum & Botanical Gardens and LongHouse Visitors Center. Assists in the planning and development of all events including, but not limited to, ARFOP fundraising events, City community events, corporate and private rentals. Assists in the development of new events. Works in tandem with the staff to coordinate around educational programming and other facility events.
• Responsible for the permitting process of community events, vendors contracts, rental contracts, and execution of events and large rentals.
• Plans, develops and coordinates all marketing and public relations plans for events and activities at the Arboretum, in coordination with the ARFOP marketing staff and the City of Overland Park Communication team. Reviews, updates, designs and writes information for use on the City's website, ARFOP website and additional web media, in coordination with City Communication staff.
• Responsible for implementation and adherence of standard operating procedures for LongHouse and Arboretum rentals. Focuses on renter experience at the Arboretum & Botanical Gardens.
• Responsible for the organization and communication of event setup, supervision, and tear down. Serve as the point of contact for all event staff as needed.
• Maintains database and records of participants, corporate partners, and vendors, and other databases as identified.
• Works to promote and market the LongHouse and Arboretum as a rental venue. Attends ARFOP planning meetings. Provides direct support to ARFOP by coordinating City resources in support of ARFOP events; assisting in identifying, clarifying City policy, clarifying facility operating procedures, writing and submitting grants. Produces post-event wrap up reports; prepares progress reports meetings.
• Assists with supervision of volunteers, seasonal and part time employees. 
• Performs other duties as assigned, and assists in the daily operation of the Arboretum, as needed.
• The employee must work the days and hours necessary to perform all assigned responsibilities and tasks. Must be available (especially during rentals and events) to communicate with subordinates, supervisors, customers, vendors and any other persons or organization with which interaction is required to accomplish work and employer goals. Weekend work should be expected.
• This position will supervise an Assistant Event Supervisor position in the coordination and support of rentals and events that occur at the LongHouse and Arboretum & Botanical Gardens.
• The employee must be punctual and timely in meeting all requirements of performance, including, but not limited to, attendance standards and work deadlines; beginning and ending assignments on time; and scheduled work breaks, where applicable. 

Requirements

REQUIREMENTS:

EDUCATION & SPECIAL LICENSE(S)/CERTIFICATIONS:

• Bachelor's degree in parks and recreation management, event management, marketing, public relations, hospitality, or related field or an equivalent combination of education and experience.
• Possession of appropriate, valid driver's license.
• Must maintain an insurable driving record.
• Crowd Management Certification within 6 months of hire.
• CPR and first aid certification preferred.

EXPERIENCE:

• Minimum of 2-3 years of experience in event planning and coordination, preferably in a municipal or non-profit setting.

SKILLS:

• Analytical skills, including research skills, ability to interpret data, ability to conceptualize, ability to analyze information, and ability to write formal recommendations based on findings.
• Attention to detail.
• Basic mathematical and accounting skills.
• Budget-related skills, including advanced accounting, math, and statistics skills.
• Computer software: database creation/maintenance skills, desktop publishing skills, presentation skills, spreadsheet skills, word-processing skills.
• Facilitation skills, including curriculum/agenda development, marketing skills, ability to help group's focus, ability to use group decision-making to gain commitment, and/or ability to encourage participation.
• Human Relations/Interpersonal skills.
• Leadership skills, including strategic planning skills, goal-setting skills, assessment skills, collaboration skills, and complex decision-making skills.
• Project management skills, including organization, coordination of duties, and/or accomplishment of goals.
• Working knowledge of public sector administration.
• Public speaking/presentation skills.
• Supervisory skills, including motivation, delegation of duties, evaluation, etc.
• Time management skills, including the ability to manage multiple concurrent projects and meet deadlines.
• Written and oral communication skills.

MENTAL REQUIREMENTS:

• Emotional Intelligence.
• Ability to meet deadlines.
• Diplomacy and judgment.
• Ability to train and guide others.
• Ability to recognize and protect confidential information.
• Ability to prioritize multiple tasks.
• Ability to read and comprehend federal, state, and local policies and regulations.
• Ability to carry out assignments through oral and written instructions.
• Ability to work independently.
• Ability to work in a hectic environment with many interruptions.
• Ability to analyze and recommend possible solutions.
• Ability to learn and understand PC software applications.
• Alpha and numeric recognition.

PHYSICAL REQUIREMENTS:

• Ability to make and receive phone calls.
• Ability to identify and distinguish colors.
• Ability to distinguish smells.
• Ability to operate City vehicles.
• Ability to operate power and/or hand tools.
• Ability to work in confined spaces.
• Hand and eye coordination adequate to input computer.
• Exposure to extreme temperatures.
• Exposure to heights.
• Exposure to vibrations.
• Exposure to high voltage.
• Exposure to loud noises.
• Excessive standing and/or walking.
• Ability to lift 30 lbs. and transport 20 feet.
• Ability to push/pull up to 30 lbs.
• Ability to traverse rough terrain.

SUPERVISORY RESPONSIBILITY (Direct & Indirect):

• Direct: Assistant Supervisor, Events, Part-time, temporary and volunteer personnel.
• Indirect: None

The preceding job description has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications required of employees assigned to this job.

No City residency requirement.

Must successfully pass a background check, drug screen, physical exam and essential functions test.

Normal Work Hours: Variable schedule - full time (mgr to provide more details)

Salary Range - GRADE E: $59,300.30 - $79,074.24

Application Deadline: Open until filled

Benefits: Full-time

All applicants must be legally eligible to work in the United States and proof of eligibility must be provided if selected for hire.

EO/M/F/D/V