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City of Austin - JOB DESCRIPTION

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Event Coordinator Supervisor
FLSA: Standard/Exempt EEO Category: (20) Professionals
Class Code: 13791 Salary Grade: QC5
Approved: March 03, 2001 Last Revised: September 11, 2017

Purpose:
  Under general direction, plan, coordinate, direct and manage activities and operations of the division/staff involved in the event coordination process for a public assembly/event facility.
Duties, Functions and Responsibilities:
  Essential duties and functions, pursuant to the Americans with Disabilities Act, may include the following. Other related duties may be assigned.
1. Assigns events to coordinators and track assignments in database.
2. Reviews/inspects work to ensure facility is ready for use.
3. Enforces rules/regulations concerning the use of facility and ensure adherence to contractual terms.
4. Confers with representatives of user organizations and contractors (i.e. clients, outside food and beverage, outside audio/visual and decorators).
5. Verifies all event invoices.
6. Writes/drafts routine correspondence. Develops informational reports and maintain accurate data on events. Organizes monthly division meetings.
7. Develops and make presentations and represent division/facility/department as needed.
8. Reviews all pre-plans and timelines for accuracy.
9. Develops and maintains budget.
10. Answers client, citizen and coordinator questions and provide assistance.
Responsibilities - Supervisor and/or Leadership Exercised:
  Responsible for the full range of supervisory activities including selection, training, evaluation, counseling and recommendation for dismissal.
Knowledge, Skills, and Abilities:
  Must possess required knowledge, skills, abilities, and experience and be able to explain and demonstrate, with or without reasonable accommodations, that the essential functions of the job can be performed.
Knowledge of event coordination.
Knowledge of Federal, State and Local laws.
Knowledge of city practice, policy and procedures.
Knowledge of safety practices, and procedures.
Knowledge of fiscal planning and budget preparation.
Skill in oral and written communication.
Skill in handling multiple tasks and prioritizing.
Skill in planning and organizing.
Skill in using computers and related software.
Ability to provide of customer service.
Ability to produce creative/positive solutions for customer service needs through negotiation and/or persuasion.
Ability to understand unique business related requirements of a variety of industries.
Ability to work with frequent interruptions and changes in priorities.
Ability to establish and maintain good working relationships with other city employees and the public.
Minimum Qualifications:
  Graduation with a Bachelor’s degree from an accredited college or university with major coursework in Business Administration, Public Administration, Marketing, Liberal Arts or related field plus four (4) years of relevant work experience in a convention center, public assembly/event facility or other related facility/industry, one (1) year of which was in a Lead/Supervisory capacity.

Experience may substitute for the education up to the maximum of four (4) years. .
Licenses and Certifications Required:
  None.

This description is intended to indicate the kinds of tasks and levels of work difficulty required of the position given this title and shall not be construed as declaring what the specific duties and responsibilities of any particular position shall be. It is not intended to limit or in any way modify the right of management to assign, direct and control the work of employees under supervision. The listing of duties and responsibilities shall not be held to exclude other duties not mentioned that are of similar kind or level of difficulty.