Address
Form of workWork Schedule: 7am-4pm or 7:30am-4:30pm
SUMMARY
The Supervisor of Event Services is a position within the Event Services department which is part of Event Operations within Campus Services. The position is responsible for ensuring the highest standards of service to clients while maintaining operations efficiency, intradepartmental communications and a cohesive relationship with other departments. Oversees and coordinates all audio, visual, web interfaces, computer lab and video operations occurring on MD Anderson's extended Campus. The position is responsible for supervising Senior Event Technicians, Event Technicians and Associate Event Technicians personnel. The Supervisor, Event Services will supervise and perform duties in association with room-set up, audio visual set-up, technical operations and in-room support, quality control and inventory control of the equipment on MD Anderson's extended campus.
JOB SPECIFIC COMPETENCIES
Labor Management
Supervise personnel and schedule staff members to ensure appropriate service levels will be accommodated utilizing the Event Scheduling System.
Review Kronos for accuracy of personnel payroll and ensure timely processing of necessary paperwork including Exception Logs.
Communication
Maintains exceptional communication skills throughout all functions of client interaction, inter/intra departmental managers and fellow employees.
Notify and coordinate with Manager when equipment repairs or replacements are needed.
Participates in weekly Event Operations/Planning meetings that include Event Planning/Scheduling, Event Coordinators and other Event Operations personnel.
Communicate and follow up with Telehealth Engineering on equipment repairs as needed.
Consults with faculty and staff on the use of audio-visual equipment as needed.
Maintains confidentiality of proprietary information by all Event Services personnel.
Daily Operations
Supervise and set-up all aspects of institutional events utilizing Event Management System functions and diagrams, in addition to various forms of written and oral specifications.
Supervise the tear down and proper storage of all event equipment.
Ensure consistent cleanliness of all event furnishings through direct handling of Event Operations staff or coordination with Facilities personnel.
Coordinate with Facilities to ensure event area environments, restrooms, lighting, furnishings, aesthetics and structural integrity are properly maintained according to SLA's. Coordinate with Manager and Facilities to ensure maintenance, damage repair, cleaning and other tasks as associated with partition walls.
Supervise, set-up and operate audio and video equipment including but not limited to; audio visual control panels, microphones, sound systems, screens, projectors, monitors, video or web conference equipment, computers in podiums and labs, recording equipment, connecting wires and cables, sound and video mixing boards, peripherals, and related electronic equipment associated with Event Services at MD Anderson's extended campus.
Supervise Laptop Inventory and Computer Labs to include but not limited to;
Straightening of chairs, printer maintenance (paper and toner), headphones and computer equipment are operational at all times.
Notify and follow up with 4-info of any tasks that need to be handled.
Supervise and coordinate PC refresh process between Event Services and IT Departments.
Supervise and coordinate with Desktop Services, Internet Services and other IT groups all Event Services PC desktop images and their support of installed software
Additional Multi Media/Video Conference Event tasks include but are not limited to;
Installing, adjusting, and operating electronic equipment to record, edit, and transmit radio and television programs, motion pictures, video, web or desktop presentations.
Support event-related audio, video and web conferences including conference configuration via audio visual control panel, live switching of video, audio and data feeds, acting as a room host, and securing the room at the end of the event.
Diagnose and resolve media system problems.
Switch sources of video input from one camera or studio to another, from film to live programming, or from network to local programming.
Mix and regulate sound inputs and feeds, or coordinate audio feeds with television pictures.
Participates in and ensures adherence to operational standards for events at MD Anderson's extended campus. Monitors and ensures Life Safety standards and ADA guidelines are followed.
Coordinates with Manager to stay current with content, video and audio capture as new technologies emerge to keep in pace with the needs of our Faculty and personnel. Current examples include but not limited to; Camtasia, Lync, Webex, Skype and other similar media. Coordinates with Desktop Support, Network Engineering, Academic Technology Services, IT/IS, and CEMS to educate self, Event Operations staff and in turn faculty and staff on use of these platforms.
Submit and follow up on 3-5000 and 4-info projects.
Ensure event bulletins and door sign (electronic and paper) are produced and distributed daily.
Staff Development/Training
Works with Manager on interviewing, selecting, and conducting performance evaluations as well as coaching employees for career development.
Asset Management
Coordinates with other Supervisor, Event Services and Event Operation personnel to track the movement of all event inventory ensuring equipment is not lost, stolen or misplaced.
Coordinate with manager to perform minor repairs and routine cleaning for all Event Operations equipment.
Assist Manager in coordinating repair and service on equipment sent to dealer and offsite repair companies.
Assist Manager in preparing for Event Services audits, asset management tasks, missing/lost property and UTPD reports.
Assist Manager in preparing maintenance logs and ensuring Event Operations personnel are conducting periodic activities to ensure long term care and preventative maintenance of all audio visual equipment.
Handles projects for Manager and Director as necessary and other duties as assigned.
This Position Description in no way states or implies that these are the only duties to be performed by the employee occupying this position.
Other duties as assigned
Associate's degree in Business Administration, Hospitality and Tourism Management or related field. Four years of experience in conference center support, hospitality, media services or related field to include two years of experience as a team lead or supervisor. May substitute required education degree with additional years of equivalent experience on one to one basis. Successful completion of the LEADing Self Accelerate program may substitute for one year of required supervisory or management experience. Must pass pre-employment skills test as required and administered by Human Resources.
It is the policy of The University of Texas MD Anderson Cancer Center to provide equal employment opportunity without regard to race, color, religion, age, national origin, sex, gender, sexual orientation, gender identity/expression, disability, protected veteran status, genetic information, or any other basis protected by institutional policy or by federal, state or local laws unless such distinction is required by law. http://www.mdanderson.org/about-us/legal-and-policy/legal-statements/eeo-affirmative-action.html
SUMMARY
The Supervisor of Event Services is a position within the Event Services department which is part of Event Operations within Campus Services. The position is responsible for ensuring the highest standards of service to clients while maintaining operations efficiency, intradepartmental communications and a cohesive relationship with other departments. Oversees and coordinates all audio, visual, web interfaces, computer lab and video operations occurring on MD Anderson's extended Campus. The position is responsible for supervising Senior Event Technicians, Event Technicians and Associate Event Technicians personnel. The Supervisor, Event Services will supervise and perform duties in association with room-set up, audio visual set-up, technical operations and in-room support, quality control and inventory control of the equipment on MD Anderson's extended campus.
JOB SPECIFIC COMPETENCIES
Labor Management
Supervise personnel and schedule staff members to ensure appropriate service levels will be accommodated utilizing the Event Scheduling System.
Review Kronos for accuracy of personnel payroll and ensure timely processing of necessary paperwork including Exception Logs.
Communication
Maintains exceptional communication skills throughout all functions of client interaction, inter/intra departmental managers and fellow employees.
Notify and coordinate with Manager when equipment repairs or replacements are needed.
Participates in weekly Event Operations/Planning meetings that include Event Planning/Scheduling, Event Coordinators and other Event Operations personnel.
Communicate and follow up with Telehealth Engineering on equipment repairs as needed.
Consults with faculty and staff on the use of audio-visual equipment as needed.
Maintains confidentiality of proprietary information by all Event Services personnel.
Daily Operations
Supervise and set-up all aspects of institutional events utilizing Event Management System functions and diagrams, in addition to various forms of written and oral specifications.
Supervise the tear down and proper storage of all event equipment.
Ensure consistent cleanliness of all event furnishings through direct handling of Event Operations staff or coordination with Facilities personnel.
Coordinate with Facilities to ensure event area environments, restrooms, lighting, furnishings, aesthetics and structural integrity are properly maintained according to SLA's. Coordinate with Manager and Facilities to ensure maintenance, damage repair, cleaning and other tasks as associated with partition walls.
Supervise, set-up and operate audio and video equipment including but not limited to; audio visual control panels, microphones, sound systems, screens, projectors, monitors, video or web conference equipment, computers in podiums and labs, recording equipment, connecting wires and cables, sound and video mixing boards, peripherals, and related electronic equipment associated with Event Services at MD Anderson's extended campus.
Supervise Laptop Inventory and Computer Labs to include but not limited to;
Straightening of chairs, printer maintenance (paper and toner), headphones and computer equipment are operational at all times.
Notify and follow up with 4-info of any tasks that need to be handled.
Supervise and coordinate PC refresh process between Event Services and IT Departments.
Supervise and coordinate with Desktop Services, Internet Services and other IT groups all Event Services PC desktop images and their support of installed software
Additional Multi Media/Video Conference Event tasks include but are not limited to;
Installing, adjusting, and operating electronic equipment to record, edit, and transmit radio and television programs, motion pictures, video, web or desktop presentations.
Support event-related audio, video and web conferences including conference configuration via audio visual control panel, live switching of video, audio and data feeds, acting as a room host, and securing the room at the end of the event.
Diagnose and resolve media system problems.
Switch sources of video input from one camera or studio to another, from film to live programming, or from network to local programming.
Mix and regulate sound inputs and feeds, or coordinate audio feeds with television pictures.
Participates in and ensures adherence to operational standards for events at MD Anderson's extended campus. Monitors and ensures Life Safety standards and ADA guidelines are followed.
Coordinates with Manager to stay current with content, video and audio capture as new technologies emerge to keep in pace with the needs of our Faculty and personnel. Current examples include but not limited to; Camtasia, Lync, Webex, Skype and other similar media. Coordinates with Desktop Support, Network Engineering, Academic Technology Services, IT/IS, and CEMS to educate self, Event Operations staff and in turn faculty and staff on use of these platforms.
Submit and follow up on 3-5000 and 4-info projects.
Ensure event bulletins and door sign (electronic and paper) are produced and distributed daily.
Staff Development/Training
Works with Manager on interviewing, selecting, and conducting performance evaluations as well as coaching employees for career development.
Asset Management
Coordinates with other Supervisor, Event Services and Event Operation personnel to track the movement of all event inventory ensuring equipment is not lost, stolen or misplaced.
Coordinate with manager to perform minor repairs and routine cleaning for all Event Operations equipment.
Assist Manager in coordinating repair and service on equipment sent to dealer and offsite repair companies.
Assist Manager in preparing for Event Services audits, asset management tasks, missing/lost property and UTPD reports.
Assist Manager in preparing maintenance logs and ensuring Event Operations personnel are conducting periodic activities to ensure long term care and preventative maintenance of all audio visual equipment.
Handles projects for Manager and Director as necessary and other duties as assigned.
This Position Description in no way states or implies that these are the only duties to be performed by the employee occupying this position.
Other duties as assigned
Associate's degree in Business Administration, Hospitality and Tourism Management or related field. Four years of experience in conference center support, hospitality, media services or related field to include two years of experience as a team lead or supervisor. May substitute required education degree with additional years of equivalent experience on one to one basis. Successful completion of the LEADing Self Accelerate program may substitute for one year of required supervisory or management experience. Must pass pre-employment skills test as required and administered by Human Resources.
It is the policy of The University of Texas MD Anderson Cancer Center to provide equal employment opportunity without regard to race, color, religion, age, national origin, sex, gender, sexual orientation, gender identity/expression, disability, protected veteran status, genetic information, or any other basis protected by institutional policy or by federal, state or local laws unless such distinction is required by law. http://www.mdanderson.org/about-us/legal-and-policy/legal-statements/eeo-affirmative-action.html
