Job description
Position Summary
Summary
This position plans, coordinates, and assists managing the Office of Events and Film and related programming by working collaboratively with the events, and music industry, city bureaus, regional partners, and associated institutions to further the growth and sustainability of future events that bring in income to the metro region. In addition, this position manages and contributes to the development and implementation of other economic development initiatives for the agency.
Functions and Responsibilities
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Oversees and manages the strategic vision and programming a small business stabilization program that supports retention, business technical and financial assistance, and other targeted or identified programming. Scopes, develops, implements, and manages programs and initiatives.
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Develops and cultivates relationships with businesses, non-profits, real estate advisors, property owners, city partners, community and business associations, and other stakeholders; leverages partnerships to support the stabilization and retention of Portland-based businesses.
Functions and Responsibilities
Essential Functions and Major Responsibilities
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Planning and Evaluation: Advanced ability to organize work and set priorities; determines short- or long-term goals and strategies to achieve them; coordinates with other teams in Prosper Portland to accomplish goals; monitors progress and evaluate outcomes. Generally, requires little or no guidance in issues of planning and evaluating.
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Communication with D iverse S takeholders: Advanced ability to express information to individuals or groups effectively, considering the audience and nature of the information (for example, technical, sensitive, controversial); considers other perspectives, attends to nonverbal cues, and responds appropriately. Demonstrates ability to communicate with nuance in considerably difficult situations.
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Customer Service: Ability to prioritize work with internal and external stakeholders to provide relevant information and assistance. Demonstrates commitment to providing quality products and services.
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Interpersonal Skills: Advanced ability to build constructive and effective relationships; uses diplomacy and tact; relates well to people from diverse backgrounds and situations. Demonstrates interpersonal skills.
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Writing: Ability to recognize or use correct English grammar, punctuation, and spelling; communicates information (for example, facts, ideas, or messages) in a succinct and organized manner; produces written information, which may include technical material that is appropriate for the intended audience.
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Organizational Awareness: Intermediate knowledge of the organization’s mission and functions, and is aware of programs, policies, procedures, rules, and regulations of the organization.
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Change Management: Intermediate knowledge of methods, metrics, and best practices for change implementation and ability to lead, manage, and facilitate the acceptance of new processes, technologies, systems structures, and values.
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Business Process Improvement: Advanced knowledge of business processes, identification of needs for improvement and ability to establish procedures for implementation. Knowledge of methods, metrics, tools, and techniques of business process reengineering. Applies business process knowledge in considerably complex, new, or ambiguous situations.
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Project Management: Advanced knowledge of the principles, methods, or tools for developing, scheduling, coordinating, prioritizing, and managing projects, processes and/or resources. Applies project management skills in difficult situations.
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Strategic Planning: Advanced knowledge of strategic planning processes and the ability to formulate, develop, guide, and shape short- and long-range plans for the office.
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Teamwork: Advanced ability to encourage and facilitate cooperation, pride, trust, and group identity; fosters commitment and team spirit; works with others to achieve goals; awareness and skills for working within culturally diverse teams.
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Cultural Competency: Experience working with and creating authentic relationships with culturally diverse populations. Considers how unintended harm may be at play for these populations.
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Social and Racial Equity: Knowledge and understanding of social and racial equity principles, underpinnings, and best practices. Ability to translate Prosper Portland’s social equity goals into programs and business practices with measurable, human-centered outcomes for area(s) of assigned responsibility.
Additional Information
Additional Responsibilities & Functions
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Oversees and manages the strategic vision and day-to-day core functions of the Office of Events and Film.
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Scopes, develops, implements, and evaluates projects, programs, and initiatives related to the Office of Events and Film.
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Serves as a liaison between the those wishing to put on events and the city’s partner bureaus, providing guidance, stream-lined communication, coordination, and connection to technical assistance related to event production.
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Develops relationships with businesses, non-profits, and other associations to build and leverage partnerships, and identify synergies to support and grow the events industry.
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Works proactively with businesses and partners to identify and remove obstacles and/or create opportunities to grow the industry.
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Identifies Stakeholders who already host events: MPI, Metro, Travel Portland, Rose Quarter, Venture Portland, Music Portland, etc.
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Recognizes event funders: Oregon Cultural Trust, RACC, Portland Arts, Travel Oregon, Travel Portland, etc.
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Aware of permitting bureaus: Fire, Police, OLCC, County Health, PBOT, Noise, Tri-Met, Parks
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Willing to develop relationships with event venue managers/owners.
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Creates, implements, and manages programs and initiatives to support business development, attract and retain events to the Portland Metro area, enhance equity and inclusion within industry firms, and other targeted or identified programming.
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Develops marketing strategy, and creates and maintains related materials including website, social media, newsletters, and distribution lists.
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Develops and makes presentations to Board of Commissioners, City Council, economic development groups and other related industry associations.
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Oversees and manages the data collection, analysis and economic impact of events on the metro region.
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Manages and tracks budget for assigned projects and programs.
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Monitors, track and responds to legislative and policy initiatives to support industry priorities and widely shared prosperity within the industry.
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Analyze research, tracks, and participates in the creation of best practices and trends related to the intersection of public-private partnerships for events.
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Evaluate and engage with music stakeholders to determine how to best support the industry.
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Represents and participates in a variety of meetings, events, and trade shows on behalf of the agency.
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Collaborates across the agency to align efforts in support of building an equitable economy.
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Participates in the creation and implementation of other projects and programs within the agency.
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Manages contracts and outside consultant with related scopes of work.
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Supports the Business and Industry Team and overall agency with economic development initiatives, special projects, and participation on committees as assigned.
Job Scope
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Under minimal supervision, position receives management-level approval of major/strategic decisions yet determines own day-to-day practices and priorities for project/program implementation and consistently contributes to development of new concepts as outlined within Prosper Portland’s Strategic Plan.
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Position makes recommendations on complex or politically sensitive issues and contributes to development of new concepts.
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Builds, maintains, and improves relationships with businesses and institutions related to their area of focus while being in constant alignment with the agency’s strategic direction. Additionally, maintains long term relationships with regional business and government partners are critical to success.
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Position performs a diversity of work functions including managing high profile and occasionally controversial projects.
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Job involves a high degree of complexity and confidentiality due to nature of cyclical economic conditions, competing stakeholder interests, and limited resources.
Interpersonal Contacts
Contacts are normally made on own initiative with others both within and outside Prosper Portland and are made by phone, email, video conference, and in person. Contacts are diverse and include both internal and external stakeholders; internal contacts are made within Prosper Portland, City departments or bureaus and City Commissioner’s offices. External contacts include the community, businesses, business and neighborhood associations, project-specific citizen advisory committees, property owners, legal counsel, representatives of other governmental agencies, non-profit agencies, potential purchasers of Prosper Portland property, contractors, and the public. Interactions require promoting understanding and achieving consensus in a variety of forums, from small working groups to large, multi-interest committees. Cooperation and persuasive skills are necessary. External contact with the media is made in coordination with the Manager and Public Affairs staff. All positions are expected to represent Prosper Portland’s policy and interests in all contacts which will often contain confidential/sensitive information that always require discretion.
Qualifications & Education
Competencies
Putting People First, Inclusion & Collaboration
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Interpersonal Skills: Advanced ability to establish and cultivate authentic and effective working relationships and partnerships. Exercises active listening, tact, patience, and discretion. Strong interpersonal skills that demonstrate cultural responsiveness and emotional intelligence.
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Mission-Driven Service: Ability to provide excellent service by demonstrating a people-oriented mindset and a willingness to help. Ability to train and provide guidance to others. Demonstrated curiosity and dedication to equity with the ability to translate Prosper Portland’s goals into programs and business practices with measurable, human-centered outcomes.
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Teamwork: Ability to work with others inclusively and collaboratively. Works with a diverse array of stakeholders to resolve conflict, build, and shape consensus (particularly when differing points of view or differences exist), build trust, and propose solutions.
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Communication: Effective communication skills including persuasion, public speaking and presenting, and business writing capabilities with the ability to express and/or report detailed and complex information to others.
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Cultural Curiosity and Reflection: Ability to learn and use culturally responsive practices to understand, communicate, and work with people across cultures and identities. Honors and embraces differences and models inclusivity in interactions and decisions.
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Advancing Equity: A demonstrated commitment to advancing social and racial equity, and actively seeks out opportunities to do so. Ability to learn, understand, and apply the principles and practices of equity to work. Knowledge of and ability to apply strategies that center equity in program development.
Excellence, Innovation & Learning
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Knowledge: Advanced technical knowledge in one or more of the following areas: event, media, entertainment industry, cluster strategies, economic development, inclusive economic development approaches, and/or business development.?? General knowledge and understanding of the business practices and trends of the events, music and entertainment industry. Comprehensive understanding of Portland City Bureau responsibilities, necessary permits for event production, and each bureau’s jurisdiction.
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Technical Abilities: Advanced project/program management skills overseeing complex initiatives that involve multiple stakeholders.? Knowledge of Microsoft Office software applications (Word, Excel, PowerPoint, Outlook, and MS Project) and familiarity with business practices such as accounting, budget, customer relationship management and records management.?? Knowledge of basic website development and content management; familiarity with the use of social media.
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Continuous Learning: Openness to new ideas. Ability to provide and receive constructive feedback. Ability to ask for help and learn from experiences.
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Problem Solving: Exercises sound judgement in carrying out responsibilities. Ability to research, analyze, and problem solve, as well as interpret and apply law, policy, and procedure to work.
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Adaptability: Flexibility to respond to shifting and competing work demands. Perseveres in the face of obstacles. Ability to practice sound judgment, discretion, sensitivity, and maintain confidentiality.
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Planning and Organization: Strong organizational and prioritization skills, and flexibility to adapt to changing project assignments and responsibilities.? Ability to organize, prioritize, coordinate, and monitor complex projects, initiatives, and contracts independently.
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Accountability: Takes initiative and responsibility for one’s actions. Follows through on commitments and meets deadlines. Maintains confidentiality as appropriate.
Minimum Education, Training and/or Experience
Six years of combined experience in the event, and entertainment industry, economic development, cluster strategies, business development, or a closely related field. A Bachelor’s or Master’s degree in a related field will substitute for one year of experience.
Physical Requirements
Position requires ability to remain in a stationary position for extended periods of time along with the ability to frequently move throughout the office. Position often uses a computer and other standard office equipment. Position must communicate and interact frequently with internal and external stakeholders regarding complex issues.
Working Conditions
Normal working hours Monday through Friday [8 AM – 5 PM] in a combination of office and remote work; however, additional hours may be needed to meet deadlines. Attendance at outside meetings is necessary to conduct outreach and relationship building activities and may require travel outside the metro area. Position will be expected to engage in conversation and personal reflection around race, racism, and equity.
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