Special Events & Projects Supervisor

San Marcos, CA, USA|Onsite

Job Overview

Employment Type

Full-time

Compensation

Hourly

Range $38.96 - $54.82

Work Schedule

Standard Hours

Benefits

Health Insurance

Dental Insurance

Vision Insurance

Paid Time Off

Retirement Plan

Employee assistance program

Professional development opportunities

Job Description

The City of Encinitas, a vibrant and diverse community located in San Diego County, California, is renowned for its beautiful beaches, active lifestyle, and progressive municipal services. The City is committed to fostering a high quality of life through excellent recreational programs, community events, and sustainable development. The Parks and Recreation Department plays a pivotal role in delivering enriching recreational services and creating memorable community experiences. As part of its dedication to providing exceptional public services, the City of Encinitas is currently seeking a highly qualified and dynamic Special Events and Projects Supervisor to join its team. This full-time position offers an outstanding career opportunity for an experienced professional passionate about community engagement, event planning, and recreation program management.

The Special Events and Projects Supervisor is responsible for the comprehensive planning, development, organization, implementation, and oversight of a wide array of city-wide special events and various special projects within the recreation division. The role supervises a diverse team including temporary, seasonal, contract employees, and volunteers, ensuring high standards of performance, training, and community partnership involvement. A critical aspect of the position involves developing and sustaining an effective department sponsorship campaign and creating innovative marketing strategies to promote events and programs. This position acts as a liaison for Council-appointed Commissions and Committees, including the Sister City Program and Youth Commission, providing vital communication and coordination duties.

A significant duty of the role includes the development and execution of the department marketing plan, leveraging cutting-edge strategies in social media, e-notifications, website management, and promotional outreach. The supervisor works closely with city communication teams to align messaging and maximize community engagement. Additionally, the role involves managing budgets, contracts with vendors, and service providers, ensuring compliance and efficient use of resources. The supervisor is expected to maintain accurate records, prepare detailed program evaluations, and deliver effective oral presentations to community groups, special events, and City Council meetings.

The successful candidate will possess an in-depth knowledge of recreation program planning, special event planning, sponsorship development, public relations, marketing principles, budgeting, and safety protocols. Key skills include contract negotiation, employee supervision, prioritizing tasks, computer proficiency, and strong interpersonal communication. The Special Events and Projects Supervisor must demonstrate creativity, flexibility, and excellent judgment to respond to the diverse and dynamic needs of the Encinitas community. With responsibilities spanning multiple complex budgets, program evaluations, and cross-sector collaborations, this role offers a rewarding career path for those dedicated to community service through recreation and special events management.

Job Requirements

Bachelor's degree in public administration, recreation, marketing, communications or related field
three to five years of progressively responsible experience in event planning or recreation program management
proven ability to supervise temporary, seasonal, contract employees and volunteers
strong organizational and project management skills
excellent communication and interpersonal skills
proficiency with computer software applicable to event management and marketing
ability to negotiate contracts and monitor vendor compliance
valid driver's license
ability to work flexible hours including evenings and weekends
willingness to undergo background check, fingerprinting, and medical examination
legal authorization to work in the United States

Job Qualifications

Bachelor's degree in public administration, recreation, marketing, communications or related field
three to five years of progressively responsible experience in special event planning, recreation program management, or related community services
demonstrated experience supervising diverse teams including temporary and volunteer staff
strong knowledge of marketing principles and social media management
experience in budget preparation and fiscal management
excellent written and oral communication skills
proven ability to develop and maintain community partnerships
skilled in contract negotiation and vendor management
proficiency with computers and software applications such as registration systems and graphic design tools
ability to prepare and deliver presentations to public and governmental bodies
knowledge of public relations and sponsorship development
ability to manage multiple complex projects simultaneously

Job Duties

Supervises temporary, seasonal, contract employees and volunteers to include prioritizing and assigning work
conducting performance evaluations
ensuring staff is trained
making hiring, termination and disciplinary recommendations
Plans, develops, organizes, implements, conducts, and monitors city-wide special events, recreation service programs and special projects in recreation
develops, implements and oversees the success of department marketing plan, utilizing cutting edge marketing strategies, including department website management, e-notification, department social media, outreach and promotional opportunities
prepares and supervises the design, preparation, and distribution of recreation publicity, including promotional materials, program evaluations, correspondence, tracking methods and reports
works closely and coordinates with the citywide communication plan and efforts
serves as a liaison with school districts, community agencies, and municipal organizations
services as a liaison to the Sister City Program and Youth Commission
may serve as staff liaison for other City Council appointed Commissions/Committees
develops and monitors plan to promote trails and open space opportunities
develops and maintains department sponsorship campaign, including policies and procedures for sponsorships
generates sponsorships for special events, including materials, equipment, and prizes for events
prepares concise, accurate written program and project evaluations, correspondence and written reports
prepares and conducts oral presentations at special events, community group meetings, and City Council and/or Commission meetings
develops and administers contracts with external vendors, service providers, and contract employees
maintains close contact with public and private agencies having related responsibilities for event implementation
monitors contract compliance
supervises and coordinates facility reservations
maintains facility use agreements
schedules and inspects program facilities
participates in departmental meetings
assists in developing and implementing departmental goals, objectives, policies, and procedures
develops and administers assigned special events, marketing and special project budgets
monitors expenditures and prepares related budget reports
develops, researches, and recommends program expenditures
conducts research related to community needs and programs and prepares related reports
conducts needs assessments and community surveys
evaluates programs
maintains and reviews records for assigned program and project areas
supervises personnel to operate and conduct special events
manages multiple and complex budgets and handles larger scope of revenues, deposits and expenditures
prepares staff reports for City Council agendas
performs unique administration of operations such as registration software and graphics such as Adobe Acrobat Series and the Department Parks & Recreation Guide Brochure
serves as Department Marketing Administrator, maintaining responsibilities with press releases, city website updates, e-notifications, social media, etc.
manages complex projects and programs simultaneously
performs other duties of a similar nature or level