CITY OF OVERLAND PARK - POSITION DESCRIPTION

Job Summary: The Events Supervisor will serve within a management team at the Overland Park Arboretum and

Botanical Gardens. Serving as the lead supervisor for events for the Arboretum & Botanical Gardens

and LongHouse Visitor Center, which includes all small and large events. 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 Friends of the Arboretum

(FOTA) marketing committee and the City of Overland Park Marketing team. Coordinates with Volunteer

Coordinator, Supervisor, and other Arboretum staff and FOTA event chairs as

needed.

Duties:

Coordinates events for the Arboretum & Botanical Gardens and LongHouse Visitors Center. Assists in the

planning and development of all events including, but not limited to, Plant Sales, Luminary, Stems, ,

corporate and private rentals. Assists in the development of new events. Works in tandem with the

Education Coordinator to coordinate around educational programming and other facility events.

In Coordination with the LongHouse Assistant Operations Supervisor, managed the facilities shared

calendar.

Plans, develops and coordinates all marketing and public relations plans for events and activities at the

Arboretum, in coordination with the FOTA marketing committee and the City of Overland Park

Communication team. Creates, designs, prepares and writes materials for brochures and other

promotional materials. Reviews, updates, designs and writes information for use on the City's website,

the Arts and Recreation Foundation of Overland Park (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 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 Friends of the Arboretum meetings. Provides direct support to the Friends of the Arboretum by

coordinating city resources in support of FOTA events; assisting in identifying, clarifying city policy,

clarifying facility operating procedures, writing and submitting grants. Produces post-event wrap up

reports; prepares progress reports for the FOTA monthly 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 and 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.

GENERAL QUALIFICATIONS

EDUCATION & SPECIAL LICENSE(S)/CERTIFICATIONS:

Bachelor's degree in education, public administration, marketing, public relations, hospitality

management, business or related field or an equivalent combination of education and experience.

Possession of appropriate, valid driver's license.

Must maintain an insurable driving record.

EXPERIENCE:

Equivalent 3 years experience in customer service with a proven solution focused orientation

Equivalent 2 years experience in successful event delivery

Experience working with volunteers is preferred.

Experience directing teams in the successful delivery of events and/or experiences

Experience in managing projects with a team setting.

Experience coordinating schedules or event schedule management

SKILLS:

Analytical skills.

Attention to detail.

Basic math skills.

Good organizational and time management skills.

Good oral and written communication skills.

Good listening skills.

Ability to design quality brochures, signs and other promotional materials.

Effective public relations skills.

Tact and diplomacy.

Working knowledge of google based software applications such as docs, sheets, slides, gmail, forms,

calendar, etc.

Expert time management skills.

Excellent organizational skills with the ability to multitask under pressure.

Strong communication and interpersonal skills.

Creative, out-of-the-box thinking.

MENTAL REQUIREMENTS:

Ability to meet deadlines.

Ability to train and guide others.

Ability to carry out assignments through oral and written instructions.

Ability to work independently.

Ability to work in a hectic environment with many interruptions.

Creative design and written communications.

Ability to work on several projects at one time.

Good memory skills.

Ability to learn and comprehend PC software applications.

Alpha and numeric recognition.

Ability to learn new materials and systems.

Ability to prioritize work.

Ability to lead a team and delegate tasks effectively.

Meticulous attention to detail.

PHYSICAL REQUIREMENTS:

Ability to work in extreme environmental conditions.

Excessive standing and/or walking.

Ability to go up and down stairs

Ability to walk on uneven terrain

Ability to reach, stand, bend, stoop and climb.

Ability to make and receive phone calls.

Ability to speak to an individual or a group for an extended period of time.

Ability to operate office equipment such as copy machines, fax machines, calculators, and personal

computers.

Hand and eye coordination adequate to input computer and typewriter.

Ability to operate city cars, trucks and golf carts.

SUPERVISORY RESPONSIBILITY (Direct & Indirect):

Direct and indirect: Assistant Supervisor, Events, Part-time, temporary and volunteer personnel.

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.