Events & Facilities Supervisor

Job Description

Job Description

SUMMARY OF DUTIES AND RESPONSIBILITIES

The employee in this classification is responsible for coordinating a wide range of special events held at one of the City of Ypsilanti parks or facilities, including the historic Freight House. The employee will be responsible for managing the application and scheduling process, coordinating with other City departments to plan and maintain compliance with City

procedures, and managing the contract approval process for the event. This position will be responsible for developing an annual plan for special events, including goals, budget, and tracking. This position will also be responsible for scheduling and supervising part-time event staff.

This position is also responsible for the day-to-day maintenance of City facility operations, including coordinating with the janitorial contractor and other maintenance contractors as needed, liaising with the telephone, internet, printing, and technical support providers; and will coordinate daily operations with capital improvements or other systems work as it occurs.

This position requires extensive communication and coordination with both internal and external stakeholders, attention to detail, and good recordkeeping. It is expected that this position will work Monday through Friday during the off-season (October through April), and Tuesday through Saturday during event season (May through September). This

position is hourly, non-union, and reports to the Department of Public Works Director.

KNOWLEDGE, SKILLS, AND ABILITIES

A high school diploma or GED is required. A combination of relevant experience and training in hospitality management is preferred.

• Valid Michigan driver's license required.
• Ability to set up and organize details of special events that can include working with event sponsors, other City of Ypsilanti departments, and other organizations.
• Ability to work with prospective events and renters to assess logistical needs, such as trash removal, crowd management, traffic management, and more.
• Ability to diplomatically represent the City's needs and requirements when working with corporate groups, service clubs, or other non-profit organizations and other neighborhood or church / community organizations.
• Ability to work independently under general supervision, and to demonstrate initiative in performance of the work.
• Ability to follow established departmental procedures, learn new tasks, and adapt to operational changes readily.
• Ability to communicate effectively, including the ability to flex styles to match the audience and to convey complex information to requestors and participants in special events.
• Written communication skills, including the ability to draft basic correspondence and explain detailed subjects.
• Ability to manage and meet several deadline projects simultaneously.
• Ability to train, schedule, and supervise event managers assigned to events as well as other personnel as needed.
• Previous supervisory experience required.
• Considerable customer service skills to work with participants of city-sponsored special events, address citizen inquiries, and function with diplomacy at all times.
• Proficiency in Microsoft Word and Excel, along with the ability to use scheduling software.
• Ability to research information on the internet efficiently.
• Skill in general office support work such as answering phones, filing, making copies, running errands, etc.
• Ability to demonstrate regular and predictable attendance as scheduled, including flexibility in scheduling to support programs scheduled in the evenings, on weekends, or on holidays.
• Customer service experience and computer skills are required.
• Able to safely travel through City parks and facilities, including uneven flooring, sloped turf areas, wooded areas, and construction sites is required.

PHYSICAL DEMANDS

The physical demands characterized here epitomize those that must be met by an employee to properly perform the integral functions of this job. Reasonable accommodation may be provided to enable individuals with disabilities to perform essential functions.

In order to properly perform the integral functions of this job, the employee is frequently required to : stand, walk or sit, talk or hear, climb or balance, stoop, kneel, crouch, or crawl. Also, the employee will frequently be required to use hands to finger, handle, or feel objects and to reach with hands and arms.

The employee occasionally will be required to lift objects or exert a force equal to that of 100 pounds. Vision requirements for this position include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.

WORK SCHEDULE AND LOCATION

It is expected that this position will work Monday through Friday during the off-season (October through April), and Tuesday through Saturday during event season (May through September). This position is hourly, non-union, and reports to the Department of Public Works Director. Hybrid work may be possible after the first 90 days, depending on performance and organizational needs.